Using the Group Reports Selection screen, you can select various reports that provide information summarised across your group.


Previous Week

Click this button if you wish to view the report for the previous week.

 

Next Week

Click this button if you wish to view the report for the next week.

 

Previous Month

Click this button to automatically select the previous month.

 

Next Month

Click this button to automatically select the next month.

 

Current Funding

Click this button to automatically select the current funding period.

 

Previous Funding

Click this button to automatically select the funding period prior to the one displayed on the screen.

 

Attended Outside of Booked

This option shows booked times vs attended times and where a child has attended for longer than they are booked, the number of hours will be displayed on each day and the total in the "Total" column.

 

Balancing Totals

This option will allow you to view an opening balance at the start of the day, plus invoices, less receipts, less credit notes, less journals to give a closing balance at the end of the day for the date range selected.

 

Balancing Totals including Closed Accounts

This option will allow you to view an opening balance at the start of the day, plus invoices, less receipts, less credit notes, less journals to give a closing balance at the end of the day for the date range selected for all accounts including those accounts that are closed.

 

Centre Information

This option allows you to view details of Centre Name, Centre short name, Group, Region, Area, Subgroup and License number. If you use the "create File" button to create a .csv file for this report, additional information regarding the centre is displayed.

 

Centre Based Attended Hours

This option is designed for use by centre-based services and for the selected date range will display child's name, hours present, hours absent, hours on holiday, hours on school visit. total attended hours, total booked hours and the number of extra hours attended from booked if applicable.

 

Centre Based Weekly Attended Hours

This option is designed for use by centre-based services and for the selected week will display child's name, hours present, hours absent, hours on holiday, hours on school visit. total attended hours, total booked hours and the number of extra hours attended from booked if applicable.

 

Centre Based Weekly Attended Times

This option is designed for centre-based services and for the selected week will display child's name, attended times for each day of the week and a total of the number of days attended.

 

Centre Based Weekly Attended Details

This option is designed for centre-based services and for the selected week will provide a more detailed display of child attendance including attended hours, number of hours child's age, date of birth etc.

 

Centre Based Weekly Booked Hours 

This option is designed for use by centre-based services and for the selected week will display child's name, hours booked for each day and the total hours booked for the week.

 

Centre Based Weekly Booked Times

This option is designed for centre-based services and for the selected week will display child's name, booked times for each day of the week and a total of the number of days booked.

 

Centre Based Weekly Booked Details

This option is designed for centre-based services and for the selected week will provide a more detailed display of child bookings including booked hours, number of hours child's age, date of birth etc. 

 

Children Enrolled

This option will display details of all children enrolled within the selected date range.

 

Children Leaving

This option will allow you to view details on which children have left your centres within the selected date range and why they left. You can create a .csv file of this data by clicking "Create File" instead of "Print".

 

Children Stating 

This option will allow you to view details on which children have started in your centres within the selected dated range and how they heard about your centres. You can create a .csv file of this data by clicking "Create File" instead of "Print".

 

Children Starting or Leaving

This option provides details of all children who have started or left within the selected criteria. The report provides details of any nett gain or loss of children. This information can be sent to a .csv file instead of being printed by clicking "Create File" instead of "Print".

 

Children with Birthdays

This will report on those children within the selection criteria who have had/will have birthdays.

 

Children with Timetable Changes

This option will display details of all children who have had timetables added within the selected date range.

 

Consolidated Roll Return

This option will allow you to view a consolidated report on attendance and occupancy percentages. You can create a .csv file of this data by clicking "Create File" instead of "Print".

 

Duplicate Enrolments

This option will allow you to view children who are duplicated across the group. For example, a child might be on the waiting list at one centre but enrolled and attending at another.

 

ELI Information

This option provides details of the information you have submitted to MOE ELI system within the selected date range. This information can be sent to a .csv file instead of being printed by clicking "Create File" instead of "Print".

 

Enrolled Numbers

This option will allow you to view numbers of children enrolled at each service broken down by age groups. It will also display how many children are receiving 20 hours ECE and how many are not.

 

Funding Summary

This option will allow you to view funding values broken down into the various funding types for the selected funding period.

 

Funding Summary (Home-based)

This option will allow you to view funding values broken down into the various funding types for the selected funding period. The report will be split by room/caregiver.

Please note - if your service over enrols children, this report will not be accurate.  This is because the report calculates funding for each category of Sign in Sheet individually, and therefore capping cannot be performed. For example, let us say the service is licensed for 20 children, and they have 10 in Blue Room and 11 in Red Room. If the Funding Summary report is run, then funding will be capped at 20.  If Funding Summary (Home Network) is run then the figures are extracted for Blue Room and then for Red Room, and the report does not know how many children are allowed in each room. Besides this whole report is a bit hypothetical as the MOE does not split funding into different rooms.

 

This report can only be used to get an idea of the split of funding between the various categories / rooms, and if the user wants accurate figures for the entire license, then the Funding Summary must be used instead.  Also remember that funding cannot be accurately predicted over a period, as the staff percentage can only be accurately determined for the whole funding period.

 

Funding Summary (including Advance)

This option will allow you to view funding values broken down into the various funding types for the selected funding period. The figures will include any advance funding that has been entered into Infocare from the Centre- MOE Advance screen.

 

Funding Summary (monthly amounts)

This option will allow you to view funding values for each month in the selected funding period.

 

Group Debtors

This report shows all children with a debt, and the debt is also split into Fees and Optional Charges. A .csv file can be created by clicking on the "Create File" button.

 

Group Finance

This option will allow you to view a prediction of your income for the date range selected.

 

Home Based Attended Hours

This option is designed for use by home based services and for the selected date range will display child's name, hours present, hours absent, hours on holiday, hours on school visit. total attended hours, total booked hours and the number of extra hours attended from booked if applicable.

 

Home Based Weekly Attended Hours

This option is designed for use by home based services and for the selected week will display child's name, hours present, hours absent, hours on holiday, hours on school visit. total attended hours, total booked hours and the number of extra hours attended from booked if applicable.

 

Home Based Weekly Attended Times

This option is designed for home-based services and for the selected week will display child's name, attended times for each day of the week and a total of the number of days attended.

 

Home Based Weekly Attended Details

This option is designed for home-based services and for the selected week will provide a more detailed display of child attendance including attended hours, number of hours child's age, date of birth etc.

 

Home Based Weekly Booked Hours 

This option is designed for use by home based services and for the selected week will display child's name, hours booked for each day and the total hours booked for the week.

 

Home Based Weekly Booked Times

This option is designed for home-based services and for the selected week will display child's name, booked times for each day of the week and a total of the number of days booked.

 

Home Based Weekly Booked Details

This option is designed for home-based services and for the selected week will provide a more detailed display of child bookings including booked hours, number of hours child's age, date of birth etc.

 

Income Loss

This option is designed to show loss of income due to Frequent Absence. This report should be run by calendar month periods only. For example, 1 May 2021 to 31 May 2021.

 

Occupancy Format 1 using Actual Hours

This option provides details on occupancy. The maximum number of combined under and over 2's is displayed with the maximum number of combined hours available. Details, including number hours and percentage are displayed for booked U2, Booked O2, Total Booked, Attended U2, Attended O2 and Total.

 

The algorithm used to calculate the occupancy for the Actual Hours report is - Number of hours possible less Number of hours used divided by number of hours possible * 100.

 

Occupancy Format 1 using AM/PM

This option provides details on occupancy. The maximum number of combined under and over 2's is displayed with the maximum number of combined hours available. Details, including number hours and percentage are displayed for booked U2, Booked O2, Total Booked, Attended U2, Attended O2 and Total.

 

The algorithm used to calculate the occupancy for the AM/PM report is - If a child has a start time in the morning, that counts as a half day. If a child has a leave time in the afternoon, that counts as a half day. i.e. a child with a start time in the morning and a leave time in the afternoon would be counted as a full day, whereas a child with a start and leave time in the morning would only count as a half day.  

 

Occupancy Format 1 Using FTE

This option provides details on occupancy. The maximum number of combined under and over 2's is displayed with the maximum number of combined hours available. Details, including number hours and percentage are displayed for booked U2, Booked O2, Total Booked, Attended U2, Attended O2 and Total.

 

The algorithm used to calculate the occupancy for the Using FTE report is - In the Dashboard display (from the home page click on Reports, then click Dashboard) Users can specify the FTE hours. Whatever figure has been selected for the Dashboard, applies to this report as well. If 6 hours has been specified as the FTE number, then this report considers all children with start and end times 6 hours or greater are counted as a full day. All children with start and end times less than 6 hours are considered half a day.

 

Occupancy Format 2 using Actual Hours

This option provides details on occupancy. The maximum number of under and over 2 hours is displayed. Details, including number hours and percentage are displayed for booked U2, Booked O2, Total Booked, Attended U2, Attended O2 and Total.

 

The algorithm used to calculate the occupancy for the Actual Hours report is - Number of hours possible less Number of hours used divided by number of hours possible * 100.

 

Occupancy Format 2 using AM/PM

This option provides details on occupancy. The maximum number of under and over 2 hours is displayed. Details, including number hours and percentage are displayed for booked U2, Booked O2, Total Booked, Attended U2, Attended O2 and Total.

 

The algorithm used to calculate the occupancy for the AM/PM report is - If a child has a start time in the morning, that counts as a half day. If a child has a leave time in the afternoon, that counts as a half day. i.e., a child with a start time in the morning and a leave time in the afternoon would be counted as a full day, whereas a child with a start and leave time in the morning would only count as a half day.  

 

Occupancy Format 2 Using FTE

This option provides details on occupancy. The maximum number of under and over 2 hours is displayed. Details, including number hours and percentage are displayed for booked U2, Booked O2, Total Booked, Attended U2, Attended O2 and Total.

 

The algorithm used to calculate the occupancy for the Using FTE report is - In the Dashboard display (click on Reports, then click Dashboard) Users can specify the FTE hours. Whatever figure has been selected for the Dashboard, applies to this report as well. If 6 hours has been specified as the FTE number, then this report considers all children with start and end times 6 hours or greater are counted as a full day. All children with start and end times less than 6 hours are considered half a day.

 

Parent Portal Usage

This option will allow you to view usage details for the parent portal if this function is enabled.

 

Receipt Summary

This option allows you to view a list of all payments for the selected date range including receipts, bonds and fund-raising projects, the method of payment and the amount. You can click on the amount and drill down to the detail of the payment for more information.

 

Sign in Sheet Information

This option will display full details of sign in sheets created for the selected date range.

 

Staff Funding Bands

This option will allow you to view staff funding percentages for the selected period.

 

Total Invoices by Ledger Code

This option will allow you to view total invoice amounts sorted by ledger code (ledger codes are assigned on the fee structures and the Products). The report can be run for a selected date range and it can be run by Subgroup, Area, Region or Group.

 

User Information

This option provides details of all the users within the selected criteria. You also have the option of creating a .csv file by clicking the "Create File" button instead of the "Print" button. The .csv option also shows access modes.

 

Sort Order

This field allows you to select which format you wish the Child’s name to be displayed in.

 

View By

Depending on your level of access, and if you have multiple Subgroups, Areas, Regions or Group services defined, you will be able to select whether you wish to view reports 

Create File

You can export the contents of certain reports, selected from the print mode drop down list, to a .csv file for use in a spreadsheet, by clicking the "Create File" button. Once you have clicked on this button a file will be created and will be displayed at the bottom of the screen. To download the file to your computer, right click on the file and select "Save as". Once you have finished with the file you can delete the file from the Infocare server by clicking on the "Delete File" button associated with the file.

 

Delete File

When you no longer need the .csv file that you have created with the "Create File" button, you can delete the file from the Infocare server by clicking on the "Delete File" button associated with the file.


For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz 

© 2018 Infocare Systems Limited