User Guide for Completing Headcount...Headcount and Two year Old Funding. Clicking the headcount button to complete and submit census information. Together for Children Sunderland

Together for Children Sunderland (TfC)

User Guide for Completing Headcount


Contents SECTION 1 – LOGIN TO HEADCOUNT PORTAL ........................................................................... 3

SECTION 2 – HEADCOUNT PORTAL NAVIGATION ...................................................................... 5

SECTION 3 – MESSAGES ............................................................................................................. 7

SECTION 4 – TASKS ..................................................................................................................... 8

REVIEWING AND CHANGING CHILD DETAILS ...................................................................... 10

ADDING CHILDREN TO YOUR HEADCOUNT TASK ................................................................ 11

ADDING FUNDED HOURS TO CHILDREN .............................................................................. 16

CLAIMING FUNDED HOURS FOR 2 YEAR OLDS .................................................................... 20

SECTION 5 - SUBMISSION......................................................................................................... 22

SECTION 6 – REPORTS .............................................................................................................. 23

Section 7- DOWNLOAD HEADCOUNT ...................................................................................... 24


SECTION 1 – LOGIN TO HEADCOUNT PORTAL

Using the Web Address provided in your email. Select the address or copy and paste into your Internet Browser address bar. https://emsonline.sunderland.gov.uk/CCSProviderPortal_LIVE/Account/Account/Login Login to Headcount Portal by completing the user name and password fields on the login box; then select.

Note: If you cannot remember either your Username or Password you can Select the links below the Login button and follow the instructions.

The first time you login you will be redirected to an information page and an email will be sent to you with a confirmation Web Address, this is to ensure security.

You will need to close your internet browser at this point.

Each subsequent login to the Headcount Portal you will be directed to the Homepage as detailed in Section 2.

After following the Web Address sent in the confirmation email you will see the confirmation message displayed.

https://emsonline.sunderland.gov.uk/CCSProviderPortal_LIVE/Account/Account/Loginhttps://emsonline.sunderland.gov.uk/CCSProviderPortal_LIVE/Account/Account/Login


During this login you will be prompted to change your password to a memorable one, this must contain at least 10 characters; and must contain Upper Case, Lower Case, a Special Character and Two Numbers. E.g. Password01@

Please do not use Password01@ as your new password this is only an example.

Complete the current password, new password, confirm new password fields; and select.

You will now see confirmation that your password has changed: At the Security Details prompt select a secret question and provide a memorable answer; then select.

You will now see confirmation that your security details have been updated. Select

Congratulations you have now successfully logged in for the first time, and will have access to the Headcount Portal.


SECTION 2 – HEADCOUNT PORTAL NAVIGATION

The Announcements page will be visible at every login, please read these

carefully; select to proceed to the Homepage.

Your home page will show a number of tiles including 30 hours free childcare, Headcount and Two year Old Funding.

Clicking the headcount button to complete and submit census information.


On initial login you may not have any Tasks to complete or Messages to read, the image below shows an empty new users page.

Selecting on your name; Top Right, brings up a menu where you can change your own password or secret question, and log out securely.


SECTION 3 – MESSAGES

When a Message has been issued to your Nursery, all relevant users will receive an email informing them to login. Once you login to the Headcount Portal you will see the Message on your Homepage.

Selecting a Message in the list allows you to read and; if required, delete this message.

Note: You do not have to delete messages, but they will stay in your Message list and show

that you have read them by the icon changing to . The red icon shows how many Tasks or Messages are outstanding.


SECTION 4 – TASKS

When a Headcount Task has been issued to your Nursery, all relevant users will receive an email informing them to login. Once you login to the Headcount Portal you will see the Task on your Homepage.

The task has a Due Date shown in the lozenge, the colour and information on this lozenge changes to show the current status, it will change to Amber and Red the nearer it gets to the Due Date, changing to Grey when the Due Date expires; examples below.

Note: Selecting an expired Task allows you to look at historic information however you won’t be able to change or re-submit any data after the task deadline date.

Selecting a Task opens the task. The headcount task will look like this once opened.


REVIEWING AND CHANGING CHILD DETAILS

To view and edit details relating to a child, select the blue or pink icon at the start of their row.

Do not use this to delete child records for any other reason (i.e if they have left your setting).

Important: You must review the personal details for all your existing children at every headcount, and make any amendments to their home addresses, changes of name etc. as necessary.


ADDING CHILDREN TO YOUR HEADCOUNT TASK The task will automatically be populated with children submitted as part of any previous data collection.

To add your children to this Headcount Task Select

Complete the relevant fields with the child’s Legal Forename and Surname

and select

Note: If a child already exists with the same Forename and Surname you’ll be presented with a duplicate child warning.

- Cancel - will not add the child to headcount and return user back to the main task screen.

- Start Again - will return the user to the add child screen

- Add new child - will enable the user to a new child with the same name as child already on headcount

If no children exist with the same forename and surname you will be able to populate further information about the child.


If the correct Address is returned select it in the list.

Note: If no suitable Addresses are returned you can select and type the new address in. You can also check the validity of the Postcode by clicking on the link above the Postcode box in the screenshot.

Choose the child’s Gender and enter their Date of Birth, Ethnicity, First Language (and SEND Status if relevant).

If the 30 hour eligibility check has been made for an existing child and they are eligible the code will populate automatically, with the eligibility and grace period dates showing alongside.

Complete the Postcode field and Select all available addresses will be returned.


Once you have completed the child information select to store the details.

Note: If the child is 3 or 4 years old you will be prompted with a message to add the Carer information

Selecting will expand the Carer entry page and prompt you to provide the details

Note: you can select to proceed without the carer details, but you will not receive EYPP (Early Years Pupil Premium) funding for this child. These details can be provided at a later date.

When a new Task is issued to you, any 3 and 4 year old children highlighted in RED will need to have either the Carer added or Declined for EYPP before submission, this can be achieved by selecting at the start of the row containing the Child’s details. There will be icons showing Eligibility for EYPP and if a Child has Shared Funding where relevant.


Populate the Carer Name, Gender, Date of Birth, Relationship, Parental Responsibility, NI or NASS Number,

Address, and any Additional Carers by selecting before completing the process by selecting


Note: Keep repeating this process until you have added all relevant children.


ADDING FUNDED HOURS TO CHILDREN To add the hours against the children in the list select

Legal Name and Start Date: These columns will be pre-populated. Do not change the Start Date (this shows the first funding period that the child claimed EYE funding). End Date: If a child you have previously claimed for, has left your setting and you are not claiming any EYE funding for them you should enter an End Date. Leave the rest of the columns blank. Do not delete the child from your record. DO NOT ENTER END DATES UNLESS THE CHILD HAS LEFT Does the child attend for 42 weeks or more a year? (Stretched Offer): If the child is taking up the stretched offer click on the drop down arrow and select “stretched” from the list. Weeks Attended for Funding Period: Enter the relevant number of weeks for the funding period. The number of weeks will vary in each funding period, therefore you should always refer to the information given out at the start of each headcount. For Spring 2018 enter 12 weeks for all children doing the standard offer, and 13 weeks for those stretching their offer. Usual Hours Attended per week: Enter the total number of hours the child attends (both funded and non-funded) in a usual week. This should be a whole number or 0.25 (for 15 mins), 0.50 (for 30 mins) or 0.75 (for 45 mins).

Universal Hours claimed per week: This figure will automatically calculate from the data you have just entered. You may need to change this figure if you deliver less universal funded hours than the child attends the setting. Only change this figure if the claim is less than the figure populated. Universal Hours Claimed for term: will automatically calculate the ‘Weeks Attended for funding period’ multiplied by the ‘Hours Claimed per week’. You should not need to change this figure.


For those children eligible for the extended hours you will also need to complete the following: Extended Hours Claimed per week: This figure will default to the maximum of 15 hours if the child is on the standard offer, or to a maximum of 11 hours if ‘stretched’ has been selected in the ‘Stretched Offer’ column. Only change this figure if the claim is less than the figure populated. Extended Hours Claimed for term: will automatically calculate the ‘Weeks Attended for funding period’ multiplied by the ‘Hours Claimed per week’. You should not need to change this figure.

When the entry for the child is complete select before entering the hours for the next child.

There could be a number of reasons why the system won’t allow you to record the extended hours.

1. The check was not carried out in the correct way. If the child is already on the

headcount an existing child check should be carried out.

2. The name / DOB of the check don’t match that on the portal. If this is the case you can do a new existing child check.

3. The child is not eligible for 30 hours childcare.


Examples

In the example below, weeks attended for the funded period for a standard offer is 12 and 15 hours per week in the second column - the system automatically populates the universal hours/total columns as shown below. If the extended hours are being claimed by another setting, leave zero hours in the final two columns.

If you are claiming the full universal and full extended hours then populate both these areas as shown below.

If you are only claiming extended hours you will need to zero the Universal columns and enter the total hours in the extended hours column

If the attended hours are over 15 the system automatically populates the maximum universal hours and balance in to the extended hours (if you are not claiming extended hours you will need to zero out the total.


NOTE: If you edit your headcount and change the number of weeks your hours in both Universal and Extended columns could change. You must check and re-enter the correct hours if necessary.


CLAIMING FUNDED HOURS FOR 2 YEAR OLDS When the task is issued any 2 year old recorded as attending your setting that doesn’t have eligibility recorded will be displayed with a icon. You will therefore be unable to submit a claim for funded hours for this child.

You can override this on the edit child page where appropriate. Select the appropriate option from the dropdown list for Funded Status.

Select and the child’s record will update.


Select Edit Headcount, you can now include this child’s funded hours.

Select


SECTION 5 - SUBMISSION

When you have added all your children to the list select

Select and on the confirmation screen.

Note: You can continue to add children and hours to this list and resubmit until the deadline date, however should you submit your information and need to add children or hours please contact us prior to resubmitting any additional information. After the deadline date the Task becomes read only.


SECTION 6 – REPORTS

Selecting Headcount then payment history, brings up a menu where you can access any reports that have been provided.

Note: If this page is empty either no reports have been issued or old ones have been cleared out.


Section 7- DOWNLOAD HEADCOUNT

If at any stage you wish to export the information from the headcount portal select

and an Excel spreadsheet will be created.

End of document

SECTION 1 – LOGIN TO HEADCOUNT PORTALSECTION 2 – HEADCOUNT PORTAL NAVIGATIONSECTION 3 – MESSAGESSECTION 4 – TASKSREVIEWING AND CHANGING CHILD DETAILSADDING CHILDREN TO YOUR HEADCOUNT TASKADDING FUNDED HOURS TO CHILDRENCLAIMING FUNDED HOURS FOR 2 YEAR OLDS

SECTION 5 - SUBMISSIONSECTION 6 – REPORTSSection 7- DOWNLOAD HEADCOUNT

Documents

User Guide for Completing Headcount...Headcount and Two year Old Funding. Clicking the headcount button to complete and submit census information. Together for Children Sunderland