Early Years

Search for Funded Services

This page is used to access the details of services that offer NEGNEG Nursery Education Grant funded places. The purpose is to enable payments to be generated to selected services.

This page is opened when Early Years | Search for Funded Services is selected from the Focus menuFocus menu This path may be different if the Menu has been customised.  

Search for the required service using Service Name, Provider Name, Provider Postcode, Registered status, Reference Number (Ofsted), DCSF URN, Status, Funded StatusFunded Status defaults to show only those that are currently funded but can be changed to only show previously funded or to show both previously and currently funded services, Service Type, Payment Band (lookup table 1161) and one or more Stretched Offers (lookup table 1178).

The minimum search criteria is two characters in the Service Name or Provider Name field, three characters of a Postcode or two digits of the Ofsted Reference Number. If two characters are entered in the Service Name or Provider Name field, the search mechanism returns all records that contain those two characters in the name. The % or _ can be used as a wildcard.

Clicking the Search button returns a list of all services matching the criteria. 

Only services where either the Registered for Nursery Education Grant/Fund or Previously Funded checkbox has been selected in Maintain Service Provision | Service Provision Details are displayed. 

The number of records retrieved is displayed at the bottom left of the screen. 

• Funded Services ListFunded Services List

  A list of matching funded services is initially displayed in alphabetical order by Provider Name. Click on another column heading to change the sort order. 

  Click the Open button to see the Funded Service Details for the highlighted service, beneath the list. Double-click on a service in the list or click the Open in New Window button to open the Funded Service page in a new window.

Search for Ofsted

This page is opened when the Early Years | Search for Ofsted Details Focus is selected from the Focus menuFocus menu This path may be different if the Menu has been customised.  

This allows you to search for a Provider against the imported Ofsted data which is held separately in the One database.

To search, enter full or partialfull or partial some fields will not search on a partial entry search criteria in the fields to find the required record. The minimum search criteria must be either 2 characters in the Provider Name field, 3 characters of a Postcode or 2 digits of the Ofsted Reference Number. If 2 characters are entered in the Provider Name field, the search mechanism will return all records which contain those 2 characters at the beginning of any name recorded for a provider.

The search fields are:Provider Name, Postcode, Ofsted Reference Number, Registration Status and Matched or Unmatched (default is All).

Clicking Search will return a list of all Providers matching the criteria. The browse displays a summary of Provider Details. Highlight a Provider in the list and click Open in New Window to open the Ofsted Details page. You can use Previous and Next buttons to move to the previous or next record.

Where a Provider selected from the Ofsted data has a status of Unmatched because there is no matching Provider record, the Provider record can be added. Selecting the record and clicking the Add Unmatched button will add a new record to the Provider tables in the One database using the information held in the Ofsted tables. If this is successful a message box will be displayed with the following message:

                         Provider Matched successfully for the selected Ofsted Reference number.

The Registration Status will be updated according to the Ofsted Registration Status. 

Registration Status is stored on Table 0718. The Registration Status supplied by Ofsted is used to retrieve the corresponding Registration Status from the lookup table. If it does not already exist, the lookup value will be created.

When the Add Unmatched button is clicked, a Provider record is added to the One database with a default Entity Type of Base. The Maintain Provider page will be displayed to allow you to change the Entity Type is required using the Revise button.

FID Type Maintenance

This page is accessed using the Early Years | FID Type Maintenance menu route. It is available pre-migration.

Provider Data is sent either as ECD or FSD and this can be amended if required.

Enter search criteria of Provider, Service or FID Type (ECD or FSD) and click Search. Matching records will be listed. Select the required record and click Open. On the FID Type panel select a different FID Type and click Save  to save the change.

Generate Payments

The Generate Payments page is selected by choosing Early Years | Generate Payments from the Focus menuFocus menu This path may be different if the Menu has been customised and enables you to generate payments to providers.

It opens with Payment Run Enquiry.

Payment Run Enquiry

You can search for and view the details of previously generated payments.

Alternatively, click the New button to generate new payments.

To search for previous payments, the Payment Period must be selected. The Payment Type (seeded or non-seeded) can be selected from the drop-down and  the age range can be limited by de-selecting one or more check boxes. 

Click the Search button to display a list of payments meeting the criteria. 

Select a payment and click the Open In New Window button to open the Payment Details.

• PaymentsPayments

  This page is opened when you click the New button on the Payment Run Enquiry page. It is used to generate payments to providers, using both seeded and ad-hoc locally defined payment types. 

  It is not possible to generate an Actual payment without having first generated an Interim or MINT (Manual Interim) payment. Adjustment payments cannot be generated until an Actual payment has been authorised.

• Payment RunPayment Run

  Use the drop-down to select the Payment Period for the payment. This is the year and term for which payments will be made. Select the Payment Type from the drop-down, which may be a seeded or non-seeded payment type. By default, all age ranges will be selected. De-select any age ranges for which payments will not be made by de-selecting the required check boxes. Select a Pay By Date. There is a pre-defined Payment Schedule Report. To generate this report when payments are generated, select the Report Required checkbox.

  To re-generate a payment that has already been generated but not authorised, you must first delete the unauthorised payment. This enables you to select the provider because there is now no generated payment against them.

• ProvidersProviders

  To select the providers for generating payments, click the Add button on the Providers panel to display the Add Providers To Payment Run dialog. Click the Search button to display a list of providers with payments to be generated for the selected Payment Type, age groups and Payment Period. Select the required providers from the list by clicking the Select or Select All button. The dialog is closed and the selected providers are listed on the Providers panel.  

  To remove providers prior to generating payments, highlight them and click the Remove button. 

  Payments can be generated where children have negative hours remaining. The Hours Remaining Options, set up via Early Years Setup | Payment Setup Options, determine whether or not such payments are capped.

  If a child is attending more than one funded service, before actual or adjustment payments are made, the payments must be apportioned if either:

  • The payment limits, defined via Early Years Setup | Define Early Years Payment Period | Payment Period Definition Detail, are exceeded.
  • The child has negative hours remaining and Cap Payments with Negative Hours Remaining is selected on the Payment Setup Options page.

  If there are any outstanding apportionments to resolve for any of the children in the selected age ranges at the selected providers, the Apportion Rqd field will display Yes and. the Generate button will be disabled. Highlight the provider in the list to display the child records requiring apportionment in the Apportionments panel. 

• ApportionmentsApportionments

  This panel enables you to apportion payments where a child is attending more than one funded service and apportionment is required.

  Highlight a record from the Apportionments panel, click the Apportion button and amend hours as required to resolve the apportionment.

  Once all required apportionments have been resolved, the Generate button is enabled.  

  Click the Generate button to generate payments.

  A summary of the payment run, including payment amounts per age, per provider and the total Payment Amount is displayed.

Payment Details

Payment Details is opened when a payment is selected on the Payment Run Enquiry page. It displays details of payments that have been generated and any errors produced. 

The Reports panel shows the available reports. 

All Reports that are relevant to Early Years will be available in the Early Years folder; the reports for generating payments must exist in the Generate Payments subfolder. There will be three default reports available: Actual Funding, Interim Funding by Children and Interim Funding by Setting. These reports can be amended by each Local Authority to suit their individual requirements.   

• Payment RunPayment Run

  This panel shows the options that were selected when this payment was generated and the Total Payment Amount.

• PaymentsPayments

  This panel shows the payments generated. 

• Payment BreakdownPayment Breakdown

  This panel shows a breakdown of the payment information at a child level. To export the information to a CSV file, click the Save All Records as CSV button.

Authorise EY Payments

The Payment Authorisation Enquiry page is selected by choosing Early Years | Authorise Payments from the Focus menuFocus menu This path may be different if the Menu has been customised and enables you to view payments that have already been authorised and to authorise payments that have been previously generated for NEGNEG Nursery Education Grant funding to providers.

• Payment Authorisation EnquiryPayment Authorisation Enquiry

  To view payments previously authorised, select the required Payment Period from the drop-down. Select the Payment Type from the drop-down list, which will contain both seeded and non-seeded payment types. Select the Authorised On date. 

  Click Search to display a list of authorised payments meeting the criteria. The list shows the Payment Period, Payment Type, Authorised On and Total Amount. 

  Select one or more payments and click the Open in New Window button to open the Authorisation page. 

  To authorise a new payment, click the New button to open the Authorisation page.

• AuthorisationAuthorisation

  The Authorisation page is used to view payments previously authorised and to authorise payments that have been previously generated.

  On the Authorisation panel, select the required Payment Period. This is the year and term for which payments are to be authorised. Select the Payment Type from the drop-down list, which will contain both seeded and non-seeded payment types. Select the Authorised On date. After the authorisation criteria have been selected, the Add button is enabled on the Generated Provider Payments panel.

  Generated Provider Payments

  Click the Add button to open the Select Payments to be Authorised window. Use the browse buttons to limit the search to a particular Service or Provider. Click the Search button to display a list of outstanding payments to be authorised for the selected Payment Type and Payment Period. To select all of the listed payments, click the Select All and Apply button. To select an individual payment, highlight the record in the list and click the Select button.

  The selected payments are listed on the Generated Provider Payments panel. A payment can be removed from this list by highlighting it and clicking the Remove button. 

  To authorise the listed payments, click the Authorise button.

  A summary of the payments authorised  is displayed on the Authorisation panel, including the Total Amount.

  All reports that are relevant to Early Years are stored in the Early Years folder and any reports relating to authorising payments must be in the Authorise Payments subfolder. There is a default report available called Authorisation Report. This report can be amended by each Local Authority to suit their individual requirements.  

Generate Bank Slips

This page allows you to generate Bank Slips for the Income record(s) recorded for the Providers(s). Note: They must have had Receipt Details defined for them.

• Bank Slip Batch EnquiryBank Slip Batch Enquiry

  On the Income Bank Slips Batch Enquiry panel you can enter search criteria and click Search to display a list of Income records that do not have a Bank Slip No or Slip Date.

  Select and click Open in New Window  to open the Bank Slip Batch Details page.

  Click New to open the Bank Slip Batch Details page.

• Bank Slip Batch DetailsBank Slip Batch Details

  Bank Slip No and Bank Slip Date are mandatory.

  You can select the required Report Type from the Quick Reports panel. 

• IncomesIncomes

  Information on this panel is derived from the Receipt Details area of the Income record defined for the Provider.

• Income Schedule DetailsIncome Schedule Details

  If Schedule Type is Registration, you must select a Registration Code (lookup Table ID 0423) and an Income Code (defined on the Income Type panel). If Schedule Type is Monitoring, you must select an Inspection Code (lookup Table ID 0426) and Income Code.

  From and To Dates determine the number of records to be created when a Registration or Monitoring record is created. This defines the period for which the record is part of the schedule.

  The Amount field is the amount of income that will be recorded against the Registration or Monitoring entry when the Income Schedule is created. The Payment Due After is the number of days after the Registration or Monitoring date when the income is scheduled to be received. If this is a negative value it indicates that this is an advance payment. The Active check box defaults to selected (tick). If this is de-selected, this record will not be included when Income Schedules are created.

Generate Income Receipts

This option allows you to generate and print Receipts for any Income Records defined for the Provider(s).

All providers are listed by default as long as they have Receipt Details defined for them.

• Income Receipts Batch EnquiryIncome Receipts Batch Enquiry

  On the Income Receipts Batch Enquiry panel you can enter search criteria and click Search to display a list of Income records that have not had Receipts printed for them.

  Select and click Open in New Window  to open the Batch Income Receipts Details page.

  Click New to open a blank Batch Income Receipts Details page.

• Batch Income Receipts DetailsBatch Income Receipts Details

  Information on this panel is derived from the Receipt Details area of the Income record defined for the Provider.

Carry Over/Update Routine

This page is accessed via Focus | Early Years | Carry Over/Update.

The Carry Over routine copies children’s hours from one Period to another Period for selected funded services. The Update routine is used to update all children’s hours at selected funded services, for a payment period.

You can view details of previous carry overs and updates using the Carry Over/Update Query  page.

Alternatively, click the New button to perform a new Carry Over/Update

• Carry Over/Update QueryCarry Over/Update Query

  This page is used to view the details of routines that have been previously run.

  Select the Routine, either Carry Over or Update. Optionally select the Routine Run Date and To Period.

  Click the Search button to display a list of routines previously run, including the Routine Run Date, To Period and To Hours Type.

  Click the New button to request the Carry Over/Update routine to be run.

• Carry Over/UpdateCarry Over/Update

  This page enables you to request the Carry Over or Update routine.

  Select the required Routine from the drop-down.

  For the Carry Over routine, select the From Period and To Period and the From Hours Type and To Hours Type using the drop-downs.

  If the From Hours Type is Interim, the To Hours Type is Actual and the From and To periods are the same, the Week per Period check box is enabled. Select the check box to carry over weeks per period. 

  If the Update routine is selected, the From Period and From Hours Type fields are not displayed. 

  The Overwrite Existing check box is de-selected by default. This means that, when copying or updating hours, if the hours fields for the To Period already contain values, they will not be overwritten. Select the check box to overwrite the hours fields for the To Period when copying or updating, even if they already contain a value.

  Using the Carry Over routine, you can carry over hours from one type (e.g. Interim) to a different type (e.g. Actual), if required. If the To Hours Type is Actual, the Auto-populate Paid Hours check box is displayed. Select this to automatically update paid hours when carrying over actual hours.

  Hours per week must be entered if the Update routine is selected. This updates the hours for all children at the selected funded services. 

  Funded Services

  Click the Add button to open the Funded Services Search and select the funded services for which the children’s hours are to be copied or updated.

  Click the Process button.

  Note: The Hours Remaining is recalculated and updated for all eligible children at the selected funded services. The Hours Remaining is also updated against other funded services the child attends within their funding year.

  Logs Panel

  After the routine has been run, the Logs panel is updated. 

  Business Rules

  1. Paid hours cannot exceed actual hours. If the specified actual hours value is less than a child’s existing paid hours value in the To Period, the existing actual hours value in the To Period will not be updated. An entry will be made in the Logs panel for each record affected with the message:
                 Actual Hours less than Paid Hours.
     If the specified paid hours value is greater than a child’s existing actual hours value in the To Period the existing paid hours value in the To Period will not be updated. An entry will be made in the Logs panel with the message:
                 Paid Hours Greater than Actual Hours.
  2. The cap hours per week and hours per period are respected for the To Period. The cap values are retrieved from the Payment Parameters for the funded service and payment period that you are carrying over to or updating. The need for an apportionment is determined by evaluating the sum of paid hours per week within the date ranges to which they apply within a payment period. Apportionment is only required if the sum of Paid Hour Week values in an overlapping date range exceeds the maximum specified for the payment period or if the Paid Hours Period exceeds the maximum specified for the period.
  3. If more than one line is present for the child in the From or To Period following an amendment, the hours will not be carried over. An entry will be displayed in the Logs panel to indicate which children have not been carried over for this reason.
  4. If the Overwrite Existing check box is not selected and the carried over Paid Hours entered mean that a child's funding year Hours Remaining is exceeded, the Paid Hours are reduced accordingly and displayed in the New Value column in the Logs panel and the Hours Remaining are set to 0.

Maintenance

This page is accessed using the Early Years | Maintenance menu route. It is available post-migration. 

• Maintain Funded Provider ChildrenMaintain Funded Provider Children

  Funded Providers with multiple Service Provisions linked to children are listed. This page enables you to choose which Service Provision the children should be linked to per Funded Provider and unlink the children from the other Service Provision.

  Tick the check box under Retain Children for the Service Provision that the children should be linked to. Cross the check box (or leave blank) for the Service Provision that the children should not be linked to. Click Process. A message is displayed:

  “This routine will process selected providers and remove the links between the unselected services and their children. Do you wish to continue?” Click Yes to Continue or No to abandon the process and leave the links unchanged.

  To see the details for a Service Provider, highlight it and click Open In New Window to open the Funded Service screen.

• Pupil Premium Eligibility Checks with Carer DeclinedPupil Premium Eligibility Checks with Carer Declined

  A report can be produced to identify children where an eligibility check has been run even though the parent declined check box was selected. These automatic checks can then be deleted from the Student Details | Early Years Additional Information panel. 

Import

• Import ChildrenImport Children

  To import children the Generic Import routine is used. Go to Focus | Data Management | Import | Import Data and select an Import File Type of Early Years Childs FastTrack. This default Import File Specification includes a Data Map for Early Years Child.

• Import FilesImport Files

  The following files are imported:

  • Vocabulary and Controlled Lists are imported on an ad-hoc basis whenever a new version is made available.
  • The Ofsted file is scheduled to be imported on a daily/weekly basis.
  • External Service Directories/iChIS files are imported
• Console Helper ApplicationConsole Helper Application

  The setting up of parameters in order to run the Ofsted Import and of the parameters for FID processes (ECD and FSD Processor and Exporter) is controlled by the Console Helper Application. This is a separate application included on the One DVD. 

  After setting up the required parameters, to import a file go to Focus | Data Management | Import | Import Data

  After importing the file you can view the Activity Log to see whether or not the import was successful.

• Controlled Lists
  The DfE have defined a number of complementary controlled lists which refer to a number of fields defined in the ECD and FSD schemas. These are imported on an ad-hoc basis when a new version is made available. There is one XML file per list.
  • Controlled ListsControlled Lists
    • Access Channel - the channels a service is available through e.g. Face to face, Web site, Telephone. These are stored as a lookup with internal and corresponding external codes created.
    • Accreditation - different standards and accreditations . May be National or quality awards or local/in house quality assurance awards. These are stored as a lookup with internal and corresponding external codes created.
    • Areas Covered - the area where a service is available using standardised ways of expressing Geographical Areas. These are stored as a lookup with internal and corresponding external codes created.
    • DCType - not currently required.
    • Delivery Channel - the channels through which a service has had permission to be delivered.
    • Facility - facilities of a service particularly those which may be of benefit to children and young people who are disabled or have special educational needs and their parents. 

      An existing lookup ‘Facilities’ exists with Table 0475 and the LA will need to link their existing Facility lookup code to one of the external ‘controlled lists’ codes.

    • Languages Spoken - two-letter codes used to identify the world’s major languages.

      Through One Early Years we store which language(s) are spoken at each Provider. Through One version 3 this information is recorded through Early Years | Settings Focus | Select a Setting | Facilities sub-tab (Languages). 

      Multiple Languages can be selected from the lookup Home Language table id 0002. This lookup has external codes mapped (stored in LEATABLE). These codes are CBDS (Common Basic Dataset) codes that are used throughout One and SIMS.
      The CBDS list must not be changed therefore the controlled list LanguagesSpoken (ISO-639-1) is imported into a new table and a translation table created between the ISO-639-1 code and the lookup table_id 0002 external code.
    • Publisher - the owner of the information (there can only be one owner).
    • Referral Criteria - used to signpost where referral is needed to access a service. These are stored as a lookup with internal and corresponding external codes created.
    • Role - Contact Person’s role or job title. There is an existing Role Code table.
    • Quality Status – for LAs to identify what level of checks had been carried out (both in terms of the accuracy of information against service provision, and of the service provision itself), when sharing information across LA boundaries.
    • PPAYP - Provision of Positive Activities for Young People. A value of Positive Activity to be used for positive activity records, otherwise not required.