Video Tutorials

Click here to find answers to common queries and tasks in Infocare

 

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

Using the Date Type field, you can choose to view transactions using Effective date or Posted date.

Using the From and Until fields, please enter the date range that you would like to use when viewing transactions. The default will be the current month. You can also select the previous week/month or the next week/month by clicking the 

 or 

 icons for Week or Month.

If you would like to use Funding periods for your From and Until dates, click on the 

 icon to select the Current funding period, or the 

 icon to select a previous funding period.

Using the View By drop down box, if you are part of a group of services and if you have the correct level of access, you can select to view this report for the entire Group, Region, Area, or Subgroup by selecting the required option.

Using the Sort Order drop down list you can choose which order children's names will be displayed on the report. For instance, if you want names to appear in first name alphabetic order, select First Name; however, if you would prefer children to be displayed in birth date order, select Birth Date.

Using the Print Mode drop down list, select which types of transactions you would like to include in the report. Available options are: 

Attended Outside of Booked - shows booked times vs. attended times. 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 - 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 - 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 - 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 - is designed for use by centre-based services. 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 - is designed for use by centre-based services. 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 - is designed for use by centre-based services. 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 - is designed for use by centre-based services. 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 - is designed for use by centre-based services. 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 - is designed for use by centre-based services. 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 - is designed for centre-based services. 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 - will display details of all children enrolled within the selected date range.

Children Leaving - 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 - 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 - 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 - will report on those children within the selection criteria who have had/will have birthdays.

Children with Timetable Changes - will display details of all children who have had timetables added within the selected date range.

Consolidated Roll Return - 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 - 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 - provides details of the information you have submitted to the 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 - 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 - will allow you to view funding values broken down into the various funding types for the selected funding period.

Funding Summary (Home-based) - 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; therefore, capping cannot be performed. For example, 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, the figures are first extracted for Blue Room and then for Red Room, and the report does not know how many children are allowed in each room. Further, 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. If the user wants accurate figures for the entire license, the Funding Summary must be used instead. 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) - 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) - will allow you to view funding values for each month in the selected funding period.

Group Debtors - shows all children with a debt. 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 - will allow you to view a prediction of your income for the date range selected.

Home Based Attended Hours - is designed for use by home based services. 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 - is designed for use by home based services. 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 - is designed for home-based services. 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 - is designed for home-based services. The selected week will provide a more detailed display of child attendance including Educator name, Coordinator name, attended hours, number of hours, child's age, date of birth, etc.

Home Based Weekly Booked Hours - is designed for use by home based services. 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 - is designed for home-based services. 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 - is designed for home-based services and for the selected week will provide a more detailed display of child bookings including Educator name, Coordinator name, booked hours, number of hours child's age, date of birth, etc.

Home Based Educator Payment – is designed for home-based services and for the selected week will provide details for each Educator to show the children’s name in their care, Charges, Rate, Quantity and Total based of information entered into each children’s timetable. 

Income Loss - is designed to show loss of income due to Frequent Absence. This report should be run by calendar month periods only (e.g., 1 May 2021 to 31 May 2021).

Occupancy Format 1 using Actual Hours - 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 of 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 - 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 of 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. That is, 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 - 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 of 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 - provides details on occupancy. The maximum number of under and over 2 hours is displayed. Details, including number of 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 of 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. That is, 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 of 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 - will allow you to view usage details for the parent portal if this function is enabled.

Receipt Summary - 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 - will display full details of sign in sheets created for the selected date range.

 Staff Funding Bands - will allow you to view staff funding percentages for the selected period.

Total Invoices by Ledger Code - 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 - 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.

For certain reports, you will be able to create a .csv file which can then be downloaded to your computer. If you would like to create a .csv file of this report and download it to your computer, click the 

 Create File icon.

A file will be created and you can right click the file name to download it. If you wish to delete the file, click the
 
 Delete File icon.

Once you have completed your selection criteria, click the Print button to display the report on your screen. Alternatively, click the Print to Printer button to print a hard copy of the report.

For further information or assistance call

0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz 

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