Version 5.0 Release Notes€¦ · Web viewMaintain Application Import – Word Merge (Log 11457)15. Maintain Import Screen - Documents16. Maintain Import Screen – User Notes16

Preschool Enrolments7.0.7

Release date: - February 2020

Please check this listing for the specific items in this Version which are covered by these notes.

Due to the Xpedite Web Registration Form/Portal development – some sites will have some of these documented updates already.

document.docx 1 COPYRIGHT 2020

Administration..............................................................................................................................................................................4Preschool Year Maintenance (Log 11456)............................................................................................................4

Preschool Year Maintenance (Log 11488) Bayside Enhancement Request.........................................................4

Maintain Preschool.......................................................................................................................................................................5Preschool Email Address ( Log 11418) Kingston Enhancement Request,............................................................5

Maintain Year – Comments (Log 11485) Bayside Enhancement Request............................................................5

Alerts (Log11462)......................................................................................................................................................................... 6Find Application............................................................................................................................................................................7

2nd Year Filter (Log 11434)................................................................................................................................... 7

Status Date (Log 11487) Bayside Enhancement request......................................................................................7

Maintain Application....................................................................................................................................................................8Child Gender (Log 11412) LMPA Enhancement request.......................................................................................8

2nd Year Repeating - Editable tick box (Log 11435).............................................................................................8

School Readiness – Data Collection (Log 11449).................................................................................................9

Notes (Log11463) Bayside Request............................................................................................................................................10Young Flag (Log 11488) – Bayside Enhancement Request................................................................................11

Full Fee Flag (Log 11486) – Bayside Enhancement Request..............................................................................12

Session Groups...........................................................................................................................................................................13Group Waiting (Log 11459)................................................................................................................................. 13

Import.........................................................................................................................................................................................15Maintain Application Import – Word Merge (Log 11457)......................................................................................15

Maintain Import Screen - Documents..................................................................................................................16

Maintain Import Screen – User Notes.................................................................................................................. 16

Find Simlar NAR.................................................................................................................................................. 16

Reports.......................................................................................................................................................................................17Management Reports.......................................................................................................................................... 17

Kindergarten Fee Subsudy Summary (Log 11252)...........................................................................................................17Enrolment Reports............................................................................................................................................... 18

Application Received Letter (Log 11420).........................................................................................................................18Application Received Letter (Log 11464).........................................................................................................................18List of Duplicate Applications (Log 11469).......................................................................................................................18

Offer Reports....................................................................................................................................................... 19

Offer/Accepted Applications (Log 11439)........................................................................................................................19Offer/Accepted Applications (Log 11438)........................................................................................................................19Placement Offer Letter (Log 11420)................................................................................................................................19Placement Offer Letter (Log 11437)................................................................................................................................19Placement Offer Letter (Log 11467)................................................................................................................................20Child Details – Accepted & Reserved (Log 11436)...........................................................................................................21Enrolment Listing Excel Reserved (Log 11450)................................................................................................................21

Management Reports.................................................................................................................................................................22KIM data Export (Log 11489)............................................................................................................................... 22

Debtors.......................................................................................................................................................................................23Enable the Deposit Paid field (Log 11452)..........................................................................................................23

Batch.......................................................................................................................................................................................... 24Accepted with no Session Group (Log 11458).....................................................................................................24

Bulk Apply Debtor Number (Log 11448)..............................................................................................................25

Bulk Fee Generation (Log 11451)........................................................................................................................ 26

Whittlesesa Import Changes.......................................................................................................................................................27Incomplete Applications....................................................................................................................................... 27

Search................................................................................................................................................................. 29

Temporary Data Sort........................................................................................................................................... 29

Parent Date of Birth............................................................................................................................................. 29


Bayside Import Changes.............................................................................................................................................................30


AdministrationPreschool Year Maintenance (Log 11456)

When you click to Add a New Year - the screen will now default to the previous years entry dates plus a year.

You will be required to add in a default capacity, then press Save.

Preschool Year Maintenance (Log 11488) Bayside Enhancement Request

This screen has been redesigned to add a Kinder Start Date so we can include a Young Application flag for 3 year olds.

This screen will also hold Xpedite built online registration fees in a future release as some sites have a requirement for multiple application fees and differing fees for differing years.


Maintain Preschool

Preschool Email Address ( Log 11418) Kingston Enhancement Request,

Added the Preschool Email Address to the screen

Added this as a mail merge field to the Placement Offer letter header file.

Any customised templates that you wish to use this field will need to be edited; you will find this field near the bottom of the available merge fields.

Maintain Year – Comments (Log 11485) Bayside Enhancement Request.

New comments fields added to the Modify School YearThis does not print it is an onscreen only field.

Note: Session Years will now display the most current to the top


Alerts (Log11462)

For sites that have online registrations: Alert added for data in the temporary table.

If alerts are turned on, and the Import is enabled, the alert will run display if there is data waiting to be imported.

Number of records in the column under App#


Find Application2nd Year Filter (Log 11434)

Added a 2nd year repeating filter this defaults to ALL (ALL Applications regardless of Second Year Repeating tick)

Options are ALL, Yes, No

To view 2nd Year repeating applications ONLY select Repeating Yes. then press search

To NOT view 2nd Year repeating applications select Repeating No. then press search

Be mindful of what other filter criteria you have also selected if you do not get the expected results.

Status Date (Log 11487) Bayside Enhancement request.

A new column has been included; this displays the date for the current status of the application.


Maintain Application Child Gender (Log 11412) LMPA Enhancement request

Other added to Gender list for Preschool application.

Maintain Child screen adjusted so that Gender is now a drop list (consistent with Maintain Parent) instead of a free form text.

2nd Year Repeating - Editable tick box (Log 11435)

If the application’s Status History record displays as Created through Preschool import the 2nd year repeating box can be edited; this will assist in correcting online applications that have been incorrectly completed by the parent without having to delete the application to review the tick.


School Readiness – Data Collection (Log 11449)

Updated the Occupation/Education tab to have the ability to record that the qualifications have been sighted.

Optional: Sites may ask parents to supply proof of their qualifications to make sure they are getting correct need based funding.

Funding for my kindergartenKindergarten services in the first roll-out areas have now received advice on the amount of funding they will receive in 2019. The amount of additional funding kindergarten programs will receive is based on the educational disadvantage levels of the services. This is measured by parental education and occupation, as this is an accurate predictor of educational disadvantage and is the same approach used in schools to allocate ‘needs-based’ funding.

Funding for each service will range from: $1,000 for kindergartens with low levels of need and/or have small numbers of childrenTo more than $200,000 for kindergartens with very high levels of need large numbers of children.The funding is ongoing and will become a permanent part of how kindergartens are funded.Kindergartens services across the state must continue to collect parents’ occupation and education information. This will allow us to better understand the educational needs of children and services across Victoria. This will help determine how funding will be allocated in future years.

Reference: https://www.education.vic.gov.au/childhood/providers/funding/Pages/srf.aspx#link98


https://www.education.vic.gov.au/childhood/providers/funding/Pages/srf.aspx#link98

Notes (Log11463) Bayside Request.

You can now set a default note type (for both Application Notes and Preschool Notes) on the Maintain Lookup Details screen.

By default, we will set code 1 (for both note types) to be the default.

This will reduce the number of clicks required to enter in a note into the defaulted category.

if you wish a different category to be the default remove the Y from code 1’s default colum and add it to the note category you wish to use.


Young Flag (Log 11488) – Bayside Enhancement Request

A young flag has been introduced; this flags applications that do not turn three until after the “Start” date for 3 year old.

You must enter in a Kinder start date in the Preschool Year Maintenance screen

2. Add to report:Offer Reports - Enrolment Listing ExcelYoung Child.

3. Added to report: Enrolment Reports - Applications by session offered


Full Fee Flag (Log 11486) – Bayside Enhancement Request

A new flag has been added to the application screen; this will allow you to manually flag a child as a fee paying application, an icon will display in the top part of the screen under the Preschool Attend label. ( indicated below)

2. Add this column Full Fee to Applications by Session Screen and report from this screenxpps_report_41.qrp

3. Added as a column Full Fee to Preschool by Year Screen and report from this screenxpps_report_42.qrp

4. Added as a column to Offer Reports - Enrolment - Listing Excel - Full Fee


Session Groups

Group Waiting (Log 11459)

New fields have been added for Session Group sites to allow the recording of a wait list for a group.

These fields allow you to record the preferred group for the application and a date that they went onto the wait list for that group.

There is also a now a Group Waiting Screen

Select the criteria to display and click on the button

The name of the kindergarten and Group will display the available places

The child’s name will display the current group allocationthe nunber before the child’s name will different depending on the sort order selected.

when orerded by session, date of birth it is a count

when orered by session/Offer prority it is a priority level



Import Maintain Application Import – Word Merge (Log 11457)

The maintain appliction import screen has a new report option added; this will allow you to optionally email merge the parent a customised letter if for example uploads are incorrect or date of birth is out of range.

This screen has also been adjusted to only display the proof of docs and payment reference fields that relate to your sites Xpedite created application/registration form.

A base template has been created – you will need to customise this and add as many others as you wish using the standard template wizard.

Text Defaults for Subject /Email body have been included – Administration Configuration Parameter Maintnenance - Reports


Maintain Import Screen - Documents

The placeholders for document uploads will now only display the images that your site is using on your current form.

Each site the screen will display slightly different depending on the documents and payment requirements of your form.

Maintain Import Screen – User Notes

The notes that can be written on the maintain import screen will now import locked with the application on a User Notes tab. There is also an additional text box that can be added to on this tab.

Find Simlar NAR

The top of the screen ( check person) has been extended to display more details of the record you are entering in the database to assist in selecting the correct record.


ReportsManagement Reports

Kindergarten Fee Subsudy Summary (Log 11252)Additional ColumnsCurrently

Early Start - where early start box is ticked. ( regardless if the have fit into A,B,C,D)

add another colum

Early Start and Fee Subsidy


Enrolment Reports

Application Received Letter (Log 11420)

Receipt number field has been added as a mail merge field, if you wish to use this field then you will need to edit your existing templates.

any template that is connected to the header file: xpps_acknowl_app.hdr

The field is located at the bottom of the list of mail merge fields.

Application Received Letter (Log 11464)

Application Received Letterand Placement offer Letter

‘Ignore applications with this letter generated in correspondence’ will now be defaulted with capacity to over-ride.

List of Duplicate Applications (Log 11469)Extended the report to include the application numbers.Report will run to excel.


Offer Reports

Offer/Accepted Applications (Log 11439)Added another option for this report for Offer Made status onlyNote: You cannot tick more than 1 box or you will not get any data for your report.

By default this report will include Offer Accepted, Offer Made and Accepted but Waiting

Templates connected to this report use the hdr file: xpps_child_attend.hdr

Offer/Accepted Applications (Log 11438)

added optionIgnore applcations with this report generated in correspondance

Templates connected to this report use the hdr file: xpps_child_attend.hdr

Placement Offer Letter (Log 11420)

Receipt number added this field as a mail merge field

Any customised templates that use the hdr file: xpps_placcement_offer.hdr can have the field added.


added optionIgnore applications with this report generated in correspondance; this till be ticked by defeault.



Added the option to print by cluster.


Child Details – Accepted & Reserved (Log 11436)

Report file: xpps_report_61.qrp

Extensions to the Child Details accepted & reserved

Added Restraining Orders

Added Family Services Case Manager

Added Parent Email

Added Early Start/AEL/ESE, New Arrial, At Risk Early Intervention

Enrolment Listing Excel Reserved (Log 11450)

Enrolment listing excel includes proof of Qualifications where the user ticks to include Parent 1 Qualifications.


Management Reports

KIM data Export (Log 11489)

Add a new tick box to the maintain application screen to cater for the KIM data reporting

New field in the Bulk Upload – Single Parent Family- If the check box is not ticked, it will show ‘FALSE’ in the Bulk Form- If the check box is ticked, it will show ‘TRUE’ in the Bulk Form


DebtorsEnable the Deposit Paid field (Log 11452)

There is a field on the Debtors tab to record a deposit.

With the parameter ticked it will be displayed; with the parameter not ticked it will be hidden.

If you are recording the deposit as a line to pass through to finance then unticking this parameter will hides the deposit field may reduce confusion with data entry.


BatchAccepted with no Session Group (Log 11458)

This will only be available if your database is set up for Session groups.

As fees are applied by the group that the application allocated to if they are missed being placed into a group then they will not receive an invoice if it was required.

The year will default to the report year; you can check any year by type in the year and poressing the refresh button.

From the list you can double click on the application to open the application screen from here you can allolate a group; when you return to the accepted but no group screen you will need to click on refresh and the applicatoin now is a group will no longer display on the screen.


Bulk Apply Debtor Number (Log 11448)

An option has been included so you can bulk apply the existing Preschool Debtor number to applications where Parent 1 has previously been set up in Register maintenance.

Selecting the year; will display a list of applications where the Parent has an existing debtor number in the Preschool/Kindergarten category but it has not been applied to this application number.

Where a parent has more than 1 active debtor number – should this occur these will NOT be applied by this process and will need to be applied manually on each of the applications.

Press the Apply button to apply these numbers to the applications.


Bulk Fee Generation (Log 11451)

Bulk fee Generation has been updated to include Early Start, AEL or ESE

1. Added fee subsidy definitions icon

2. Bulk Fee Generation process extended to use the HBC code for fees for the Early Start, Access to Early Learning and the Early Start Extension applications.

Charge type code: HBC; if this is not set up then no fee is applied.


Whittlesesa Import ChangesIncomplete Applications

Whittlesea ref: 12370

Maintain Import screen has been updatedIncomplete tick box added

Once incomplete is ticked the verfied tick box disables

when an application is ticked as incomplete a red icon is placed in the front column

A filter has been added to “Hide” these applications.By select Complete Only – ths application that as ticked as incomplete will be “hidden”


All – will show all applications waiting to be imported

Complete Only - will show applications not ticked as incomplete

Incomplete Only - will show applications ticked as incomplete


Search

Search in the Import screen.Added the ability to search on the data column in the import screen rather that scroll through to find an application that has not been processed.

Child Surname, Child Given name, birthdateParent Surname, Parent Given nameMobile numberEmail address

Double click on the column heading

click on FIND row is highlighted

Temporary Data Sort

Whittlesea ref: 12396

The data is now sorted: Application Year, Application Date and Child Surname

Parent Date of Birth

Whittlesea: 5343 - Parent date of birth on import screen as a column


Bayside Import Changes

1. New question, Has this child accessed a funded kindergarten place in the previous year or at another service this year?

If yes, this will populate a new flag Full Paying Fee and display an icon.The flag will be in the Fee Subsidy tab

2. The question, You are eligible for the Kindergarten Fee Subsidy in any of the following circumstances has been updated to, You are eligible for a priority place in any of the following circumstances.

The answer to these questions currently allocates points and sets flags and will continue to do this.

3. As shown in the above screen shot the question is asked again, You are eligible for a priority place in any of the following circumstances. The statement has been spilt as in the first instance they are also eligible for Kindergarten Fee Subsidy and in the second they are only eligible for a priority place. The answers to these questions currently allocates points and sets flags and will continue to do this.


4. The question Please confirm your e-mail address has been added to the form.

File Format"Serial"|"SID"|"Submitted Time"|"Completed Time"|"Modified Time"|"Draft"|"IP Address"|"UID"|"Username"|"Reference No"|"First name"|"Last name"|"Gender (not mandatory)"|"Has this child accessed a funded kindergarten place in the previous year or at another service this year?"|"Do you want to register them for 3 or 4 year old kinder?"|"Date of birth"|"Date of birth"|"3 year old kinder first preference"|"Has this child previously been enrolled at this Kindergarten?"|"3 year old kinder second preference"|"4 year old kinder first preference"|"Has this child previously been enrolled at this Kindergarten?"|"4 year old kinder second preference"|" Is English the main language spoken at home?"|"What is the main language spoken at home?"|"What is their immunisation status?"|"You are eligible for a priority place in any of the following circumstances"|"Concession card type"|"Concession card number"|"Concession card expiry date"|"What type of Visa do you have?"|"You are eligible for a priority place in any of the following circumstances. "|"Is there an identified specific disability?"|"Other"|"Do they have a known medical condition?"|" What medical condition do they have?"|"Please let us know what the medical condition is"|"A sibling of the child:"|"Sibling first name"|"Sibling last name"|"Which kinder did the sibling attend?"|"First name"|"Last name"|"Phone"|"Email"|"Please confirm your e-mail address"|"Does the child live in Bayside?"|"Bayside property"|"I can't find the address"|"Unit number"|"Street number"|"Street name"|"Suburb"|"State"|"Postcode"|"Unit number"|"Street number"|"Street name"|"Suburb"|"State"|"Postcode"|"Do you want to provide details for a second parent or guardian?"|"First name"|"Last name"|"Email"|"Phone"|"I give permission for this information to be shared with kindergartens participating in the Bayside Council Central Registration service and Bayside Council’s Family Services team for the purposes of accessing early year’s education services and, if applicable, for applications for State funding necessary to provide additional support for my child’s participation."|"Registration fee"|"Registration fee (Hidden)"
