Search for Provider
Before migration to v4
Before migration this page is opened when the Early Years | Search for Provider Focus is selected from the Focus menuFocus menu. It allows you to search for and select a Provider record from the One database.
The search fields are Provider Name, Postcode, Registered (or Unregistered), Ofsted Reference Number, Service and Status.
The minimum search criteria must be either 2 characters in the Provider Name field, 3 characters of a Postcode or 2 digits of the 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, eg entering lo will return records such as Louise Smith or Brickhill Lower School.
Clicking Search will return a list of all Providers matching the criteria. A message is displayed at the bottom left with how many records were retrieved. To perform a new search you will need to Expand the Search for Provider panel if this has been set to Automatically Collapse.
A list of matching Providers is initially displayed in alphabetical order by Provider Name. Click on another column heading to change the sort order.
Click on a record in the list and, if this Provider has been mapped to the imported Ofsted Data, a link will be available to the Ofsted Details.
Double clicking on an item in the list or clicking Open in New Window will open the Provider Details page in a scrollable window. Use Previous and Next buttons to open the details of the previous or next record.
- Ofsted DetailsOfsted Details
The Ofsted Details page displays the information that is brought into One when the Ofsted file is imported. The data is held in the One database in separate tables to the Provider Details. The link to Provider Details is the Ofsted Reference Number.
The Ofsted file is imported as scheduled. Changes in the data that comes in are audited and can be highlighted and a list printed using the Audit Enquiry.
The page is read only and the data is displayed in panels according to the type of information as it is brought into the system on the import:
- Extract Details
- Provider Details
- Setting Details
- Registration Details
- Registration Status History
- Child Services History
- Certificate
- Childcare Age History
- Childcare Period History
- Inspection
- Notice History
- Welfare History
- Provider DetailsProvider Details
The Provider Details page is opened by selecting a Provider from the Search for Provider page. The page is displayed as a series of panels, each panel representing a component of a Provider’s record.
Before migration these are the additional details needed to support FID that are not currently available in One v3. This additional information comes from the Ofsted import, iChIS import, ECD and FSD
The page is scrollable and each panel is represented by a hyperlinked tab at the top of the form, making it easy to select the panel you wish to see. To display tabs not initially visible, use the Previous or Next buttons. Alternatively, a box is available (next to the Wizard icon) with a drop-down listing all of the panels that can be selected.
Alternatively, click the Wizard icon and use the Previous or Next buttons to show one panel at a time.
Click on Save to save the Provider Details.
A Memo can be stored by clicking on Memo.
Click on Set ACL to update the Access Control List Definition.
Click on Data Panels to View/Hide Data panels.
The Links panel provides a link to Ofsted Details if these have been matched.
Provider detail information:
- Provider DetailsProvider Details
The Provider Details panel shows the Provider Name and Provider Address.
The following read-only fields are from the imported files:
- CISID
- External ID
- Supplier
Other Information and Other Cost Information are free text fields that can be used to describe any other relevant details relating to this Provider.
Checkboxes providing further details about this Provider are initially set according to the imported data but can be updated to indicate:
- Contact Provider for Cost Details
- Mailouts are sent from this Provider
- Exempt from Registration
- Registered for Nursery Education Grant/Fund
- CRB Policy in place
Organisation Type and Provider Type can be updated by selecting from the drop-down.
- Registration DetailsRegistration Details
The Registration Details panel allows you to Search against the Ofsted data that has been imported. The Reference Number is the link between the Provider Details and the Ofsted Data which are held separately in the One database. If the Provider Details have already been matched to the Ofsted Data, a link to the Ofsted Details will be shown in the Links panel.
If no link to Ofsted Details is shown in the Links panel this means that the Provider Details have not been matched to the Ofsted data. You can search the Ofsted Data to find a matching record by using the browse next to the Reference Number to open the Search for Ofsted window.
- Consent to Share InformationConsent to Share Information
The Consent to Share Information panel allows a Provider’s wish to share information to FID or on a local internet to be recorded.
Ofsted Consent Witheld and Ofsted Special Considerations are display only fields provided by Ofsted as part of the Ofsted import.
Base/Person/Establishment Active Status is a checkbox that shows whether the record (Base, Person or Establishment) linked to the Provider is Active (checked) or Inactive (crossed). If it is inactive the Publish to FID checkbox will be set to false (crossed) and cannot be changed.
Provider Signature Received is a tri-state checkbox that defaults to blank (a value has not been recorded) and can be checked if the Providers signature has been received by the Local Authority to declare they consent to share information.
Publish to FID is a tri-state checkbox that defaults to blank (not supplied) unless either:
- Ofsted Consent Withheld is ‘T’.
- Ofsted Special Consideration is one of: WREF (Woman’s Refuge), ANON (Anonymity Requested) or MOD (Ministry of Defence).
- Base/Person/Establishment Active Status is crossed (Inactive).
If any of these applies, this checkbox defaults to false (a cross) and cannot be changed (a message will be displayed to indicate the reason). Otherwise it can be changed and, if it is checked, the Provider details will be sent to the FID queue ready to be sent in the next extract to the FID aggregator. If it is blank or false the Provider details will not be sent to the FID aggregator.
The Publish to FID Date Changed displays the date this flag was last changed. The Non-Consent Reason will be enabled if the Publish to FID is false (cross). This is a lookup (Table id 1116). Non-Consent Notes is a free-text field to record extra notes to support the Providers reason for not consenting to share information to FID. It is only available if Publish to FID is false.
Publish on Local Internet is a tri-state checkbox that defaults to blank (a value has not been recorded) and can be checked (true) or crossed (false) to indicate whether or not a Provider consents to share information locally.
Two date fields display the date the Provider’s record was last sent to FID in ECD and/or FSD extracts. They are display only and cannot be amended.
- Vocabulary ListVocabulary List
The Vocabulary List panel displays the Vocabulary terms that were selected on the Vocabulary page as being relevant to Early Years providers. This panel is used to choose which of the Vocabulary terms to link to this Provider.
A list of Level 1 terms is initially displayed. To expand click on the + to show their associated Level 2 and Level 3 terms.
Use the checkboxes to select those Level 2 and Level 3 terms that apply to this Provider. Level 1 terms cannot be selected.
To search for specific terms, enter some text in the box eg. ‘travel’ and click Search. All terms containing this text will be highlighted and you can use Search Previous and Search Next to go through them.
After the Provider Details have been Saved, the default is to Show Provider Terms next time this Provider is viewed and only show those terms selected for this Provider. Click Show All Terms to see a full list of available terms.
- KeywordsKeywords
The Keywords panel enables you to select local keyword terms to be associated with a provider.
New keywords can be selected by clicking on the Add button to open the lookup. Keywords are stored in lookup Table 1115. Highlight the required code and click on the Select button. Remove an item by selecting it and clicking the Remove button.
- Provider ContactProvider Contact
Pre-migration this panel displays only one Contact. This is the Setting Contact entered in v3 and the Add and Remove buttons are disabled. The Details button is available to view Person Details for this Contact.
The Provider Contact panel displays the Contact Name and Role Details for this Provider.
Contact Publishing is used to specify the information (if any) to be sent to FID (PKHD) to be published. The selected contact’s Work Telephone Number, Email Address and Address are displayed with checkboxes. Address is defaulted according to the default Address Type set up in PKHD Configuration Details. All addresses for the contact are listed beneath and you can select an alternative address if required by selecting the adjacent Publish check box. Select the individual Publish check boxes to send this information to FID or select Publish All to check all boxes.
- Age RangeAge Range
Free text box to allow suitable Age Range Details for this provider to be entered.
- Availability, Vacancy and EligibilityAvailability, Vacancy and Eligibility
- Availability:
Free text boxes allow availability details to be stored. - Vacancy Information:
Checkboxes are provided to indicate whether the provider should be contacted directly for vacancy information and whether or not there are immediate vacancies. These checkboxes can be updated as can the Contact Method. A free text box is provided for further details to be stored. - Eligibility Details:
A Free text box is provided to store this information.
- Availability:
- Referral DetailsReferral Details
Referral Details: Criteria Code information can be retrieved by clicking on Add to open the lookup. The Referral Criteria Codes are stored in lookup Table 1086. Highlight the required code and click on Select. Remove an item by selecting and clicking Remove. Criteria Details and Referral Details can be stored as free text.
- FacilityFacility
Before migration facilities are recorded in One v3. Facility Notes and Number of Rooms are imported and can be updated. Click Add to open the lookup (Table 0475) and select a new Facility. Remove a Facility by highlighting it and clicking Remove.
- Special ProvisionSpecial Provision
The free text boxes are to store imported information about Disabled Access, Wheelchair Access, Special Needs Experience and Special Needs Confidence.
Cultural Provision is selected from the lookup by clicking on Add. The Cultural Provision Codes are stored in lookup Table 1090. Highlight the required code and click on Select. Remove an item by selecting and clicking Remove.
Special Needs Codes are selected from the lookup by clicking on Add. The Special Needs Codes are stored in lookup Table 0721. Highlight the required code and click on Select. Remove an item by selecting and clicking Remove. Special Needs Notes can be stored as free text.
Languages Spoken are selected from the lookup by clicking on Add. The Home Language Codes are stored in lookup Table 0002. Highlight the required code and click on Select. Remove an item by selecting and clicking Remove. Cultural Notes can be stored as free text.
Diet Codes are selected from the lookup by clicking on Add. The Diet Codes are stored in lookup Table: 0474. Highlight the required code and click on Select. Remove an item by selecting and clicking Remove. Special Diet Details and Special Provision Details can be stored as free text.
- Travel InformationTravel Information
Checkboxes default to imported values. Free text boxes are provided to store Travel Information and Directions. New Bases for School Pickups are selected by clicking on Add to open Provider Base Link Details. From this window you can click to Select a Base using Base Enquiry, store Memo Details regarding this Pickup and then click Save. Edit a School Pickup by highlighting it and clicking Edit. Remove a School Pickup by highlighting and clicking Remove.
- Award InformationAward Information
Quality Assurance (lookup Table 1091) and Accreditation (lookup Table 1083) are selected from the lookups by clicking on Add. Highlight the required code and click on Select. Remove an item by selecting and clicking Remove. A free text box is provided for Quality Awards details.
- Organisation DetailsOrganisation Details
Free text box can be updated.
- PPAYP Category, Areas Covered and Access ChannelPPAYP Category, Areas Covered and Access Channel
These panels are all populated by selecting from the lookups. These lookups are created using information imported on the Controlled Lists. The Lookup Table ids are:
- PPAYP Table id 1092
- Area (Spatial Levels) Table id: 1081
- Access Channel (LGCHL) Table id: 1080
To select click on Add to open the lookup. Highlight the required code and click on Select. Remove an item by selecting and clicking Remove.
- Leisure CardLeisure Card
Allows free text to be stored.
- StaffStaff
This panel records the Staff members working at this Provider. To record a new Staff member click Add to open the Staff Enquiry. Remove a record by selecting and clicking Remove.
After migration to v4
After migration this page is opened when the Search for Provider Focus is selected from the Focus menuFocus menu. It is also opened from the Service Provision Details page. It allows you to search for and select a Provider record from the One database.
Search for a Provider by entering the Provider NameProvider Name, Postcode, DCSF URNDCSF URN and StatusStatus. The minimum search criteria must be either 2 characters in the Provider Name field, 3 characters of a Postcode or 2 digits of the DCSF (DfE) URN.
Clicking Search will return a list of all Providers matching the criteria. A message is displayed at the bottom left with how many records were retrieved. To perform a new search you will need to Expand the Search for Provider panel if this has been set to Automatically Collapse.
A list of matching Providers is initially displayed in alphabetical order by Provider Name. Click on another column heading to change the sort order.
Use Previous and Next buttons to scroll through the list.
Click on New to create a new Provider record using the Maintain Provider page.
Highlight a record in the list and click Remove to delete it or Open to update the Provider details. The Provider cannot be deleted if it has a Service Provision with either:
- Payments linked to the Service Provision
- There is a live Registration record
- There is an Income Schedule associated
Double clicking on an item in the list or clicking Open in New Window will open the Maintain Provider page.
This page is used to create or update a provider’s information. The page is displayed as a series of panels, each panel representing a component of a provider’s record.
The first panel is the Basic Details of the Provider. If the Provider has an Entity Type of Person the next two panels relate to Household Members and Childminder Network, otherwise these two panels are not displayed.
Click the Save button to save the provider’s details.
- Scrolling and selecting the panelsScrolling and selecting the panels
The page is scrollable and each panel is represented by a hyperlinked tab at the top of the form, making it easy to select the panel you wish to see. To display tabs not initially visible, use the Previous or Next buttons. Alternatively, a box is available (next to the Wizard icon) with a drop-down listing all of the panels that can be selected.
Alternatively, click the Wizard icon and use the Previous or Next buttons to show one panel at a time.
- Basic DetailsBasic Details
The Basic Details panel is used to record:
- Provider Name.
- Entity Type (Base, Person or Establishment). If Entity Type is Base, you can change this by clicking Revise. The Entity Type is initially changed to None. Use the drop-down to select either Person or Establishment and then choose a new Provider Entity (a person or an establishment).
This will not change the Linked Base record.
- Provider ID is automatically generated when the provider is saved.
- Base URN is the URN of the linked base if Entity Type is Base.
- Provider Entity - clicking on Detail will open either the Base Definition, Person Details or Maintain Establishment page depending on the value of Entity Type.
- Linked Base is created automatically when a new provider is added and saved. It cannot be updated, but you can view the Linked Base Details by clicking on the Detail link.
- Address, Email Address and Website Address are read-only unless Entity Type is Person, when a Website address can be entered.
- Telephone and Fax numbers.
- Opening Date, Closing Date and Closure Reason (Lookup Table 0424).
- Creditor Reference Number (editable unless an Umbrella Organisation is selected).
- Insurer, Parent Provider and Premises Type.
- Household Members (Childminders)Household Members (Childminders)
This panel is only displayed for Providers who have an Entity Type of Person. It lists the household members, their relationship to the person and whether or not they have a current Police Check.
Buttons are provided to Add a new Household member, Edit or Remove a member from the list.
Details recorded are:
- Memo
- Relationship (mandatory)
- Name (mandatory). Click Select to select a person using Person Enquiry.
- Police Check Date
- Date of Birth (only if Relationship = S)
- Registered Base (only if Relationship = S)
Click Save to save the details of this Household member.
- Childminder NetworkChildminder Network
If the provider is a childminder (Entity Type is Person), this panel lists other childminders in the same network i.e. who have the same URN in their linked Bases. The Childminder Coordinator should be checked for the provider who is the coordinator for the Childminder Network.
- Provider ContactsProvider Contacts
This panel lists the Contacts of the Provider showing their Name, Role, Start and End Dates.
To add a new Contact. Click on Add to open the Contact Roles Link Enquiry. Enter information into any of the search fields on the Contact Role Link panel. Then click Search to get a list of matching Contact Roles from which to Select a Provider Contact. A Start and End Date can be selected using the drop-down calendar.
Highlight and click Remove to delete a Provider Contact or click Details to see the full Person Details.
- Provider OrganisationProvider Organisation
This panel displays the details of the Provider’s Umbrella Organisation. Information on this panel is optional.
To select a new organisation, click on the Select icon to open the Search for Umbrella Organisation window. On this window click Search to display a list. Double clicking on an Umbrella Organisation in the list or clicking Open in New Window will open the details page for this Umbrella Organisation.
Highlight a record in the list and click Select to select the record and return to the Maintain Provider page with the Provider Organisation panel updated with these details.
If no Umbrella Organisation has been selected the Creditor Reference Number field in the Provider Basic Details panel will be editable. If an Umbrella Organisation has been selected this field becomes view only.
Click New to create a new Umbrella Organisation and enter the required information on the New Umbrella Organisation window.
The Bank Sort Code, Bank Account Name and Number are required for payments.
A unique Creditor Reference Number should be entered.
Two date fields which should be completed - these are the End Date of the Organisation's Insurance and the date on which Accounts were last validated.
Payee Address can be selected using the Address Enquiry.
On the Providers panel, click Add to open the Search for Provider screen.
When you have completed the new Umbrella Organisation information, click Save to save the details.
- StaffStaff
This panel displays details of the staff employed at the provider. A new member of staff can be added by clicking the Add button to open the Staff Enquiry dialog to Search for and Select a new member of staff.
The Staff Details can be viewed by highlighting and clicking on the Details icon.
The Staff area for Early Years is accessed from Focus │ Staff. This is where staff must be added before they can be selected for this provider.
- Provider ServicesProvider Services
This panel displays the services currently provided by this provider. A service can be added, edited or removed. To see the Service Provision Details, such as whether they are registered for Nursery Education Grant, highlight a service and click Details to open Maintain Service Provision
Also Add a new service using Maintain Service Provision.
- Maintain Service ProvisionMaintain Service Provision
This page is opened when you choose to open the details for a Service Provision or add a new Service Provision from Maintain Provider (Provider Services panel) or Search Service Provision.
The first panel contains the main Service Provision Details. Further information is recorded on the other panels.
Clicking the Set ACL button opens the Access Control List dialog allowing you to define access levels to data for individual Users or users in a specific Post or Group.
Clicking the Data Panels button opens the View/Hide Data Panels dialog. The purpose of this dialog is to give you the option to hide panels (via Groups) which are infrequently used. It is not a security measure as data is delivered to the panel and not restricted.
Clicking the Alerts button opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on and the area where the Mail Merge is being created.
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs. UDF Management can also be found in Tools | Administration.
- Search Service ProvisionSearch Service Provision
Service Provision Enquiry:
This page is opened when you select Search Service Provision from the Focus | Early Years menu to maintain the details of the service and associated information.
You must enter at least one of the following:
- Minimum 2 characters of the Provider Name (or enter the wildcard ‘%%’)
- Minimum 2 characters of the Service Name (or enter the wildcard ‘%%’)
- Minimum 3 characters of the Service Postcode
- Minimum 2 characters of the DCSF URN
- Minimum 2 characters of the Reference Number (Ofsted Reference Number)
- A Service Type Description selected from the drop-down
Service Coverage provides a drop-down list enabling you apply a further filter. This can be set to All (default), Authority-wide or Not Authority-wide. The Authority-wide flag is set on the Service Provision Details panel of the Maintain Service Provision screen.
Service Postcode, Reference Number and DCSF URN can be entered. Status, Funded Status, Locality, Area, Ward and FID Type can be selected from the adjacent drop-downs.
Payment Band can be selected from the lookup (table 116). Stretched Offer can be selected from the lookup (table 1178).
Following a successful search a list of service provisions will be shown, displaying Provider Name, Service Name, Service Type Description, Service Address, Reference Number, DCSF URN, Locality, Area, Ward and FID Type (ECD or FSD).
To view or edit details of an existing service provision, select a record in the list and click the Open or Open In New Window button. The service provision will be displayed on the Maintain Service Provision page.
A Delete button is available. The service provision cannot be deleted if either:
- payments are linked to the service provision
- There is a live registration record or
- There is an income schedule associated
Add a new service provision by clicking the New button and adding details on the Maintain Service Provision page.
- Service Provision DetailsService Provision Details
The main details for the Service Provision are presented on this panel.
- Service Name: This is a mandatory field that is used for the Service description.
- Service Type Description: Service Type Description is mandatory. It is selected from the lookup Table Id 0423 (Children Act Registration) which is used to categorise Registrations. It is also available here to enable Services that do not require Registration to be categorised.
- Service ID: This is automatically created when a new service provision is added. It cannot be amended.
- FID Type: This is mandatory and will default to either ECD or FSD depending on the Service Type selected. It can be amended.
- Authority-wide: The Authority-wide flag is used to indicate that a service is accessible without any geographical restrictions, such as a telephone help line. It is set to false (cross) by default but may be changed to true (ticked) and back to false at any time.
When searching for services in the Enquiries screen, this flag can be used to filter. - Provider Name: The Provider Name for this Service Provision. When adding a new Service Provision, click on Select to open Search for Provider.
For an existing Service Provision, you can click Detail to open Maintain Provider.
Any changes made to the Provider Name or Address on the Maintain Provider screen will not be reflected in the Maintain Service Provision screen until it has been closed and reopened. - CRB Policy:
This tri-state check box defaults to No (crossed) to indicate that the Service does not have a CRB Policy in place. It can be amended. - Address:
Same as Provider Address is a dual-state check box that defaults to Yes (ticked) and the Service Address will default to the Provider’s address. If the Service takes place at a different address, you should change the check box to No (crossed) and record the Service Address using the Address Manager. - Start Date and End Date:
The Start Date for this Service is mandatory and defaults to the provider’s start Date. It can be amended but cannot be earlier that the provider’s Start Date.
The End Date for this Service will default to the Provider’s Closure Date (if applicable). It can be amended but cannot be later that the Provider’s Closure Date. - Registered for Nursery Education Grant/Fund:
This tri-state check box defaults to display a tick. Any service with this field ticked will be available via the Search for Funded Services route, which allows you to access just those services that offer Nursery Education Grant (NEG) funded places. - Previously Funded:
This check box is read-only and defaults to display a cross (û) when creating a new service. It will display a tick (ü) if the service has been funded at some point in the past, even if it is not currently funded. If the Registered for Nursery Education Grant/Fund check box displays a tick, the Previously Funded check box will also display a tick. Any service displaying a tick in this check box will be available via the Search for Funded Services route, which enables you to access those services that offer or have previously offered NEG funded places. - Offers Extended Childcare:
This check box is used to control whether or not services are able to claim extended hours funding. The check box either displays a tick or a cross. If the check box displays a tick, information can be entered in the extended hours columns on the Funded Service screen. If the check box displays a cross, the extended hours columns are not displayed on the Funded Service screen. - Extended Offer Ceases From:
If the Offers Extended Childcare check box is updated to display a cross, this is the term (period) from when the extended offer ceases. - OFSTED Provision Type:
The Ofsted provision type. It is not mandatory and has no default value but a value can be selected. - FISID:
Family Information Service ID. - Contact Details:
The Telephone Number, Fax Number, Email Address and Website for the Service Provision can be stored. - Other Information:
A free text field to store additional information about this Service.
The Links panel provides links to:
- Availability and CapacityAvailability and Capacity
This page is displayed when the Availability and Capacity link is clicked from the Links panel in Maintain Service Provision or Maintain Provider.
It is used to:
- Define multiple Service Terms for the selected Provider/Service.
- Record Opening Times for the selected term for each day.
- Record special date patterns (Opening Time Exceptions) for a selected date range such as bank holidays.
- Record Availability and Age Range details for the Service.
- Record Vacancy and Waiting List details against as many age ranges as required at a Provider and/or Service.
Opening Dates + Times
This panel is used to define the Start and End Dates for which you wish to record Opening Times and Capacity details. Click the Add button to open the Opening Dates + Times Details window to record opening times for a particular date range.
Highlight an existing record to Edit or Remove it.
Opening Dates + Times Details
This window has a panel to record Opening Dates, Opening Times for this date range and Opening Time Exceptions for this date range. You can also store a Memo. Enter the required information on each panel and then click the Save button.
- Opening Dates
The Opening Dates panel is used to enter a Description and a Start and End Date. - Opening Times
On the Opening Times panel, you can define the Opening Times and Capacity information for each day of the week within the date range defined on the Opening Dates panel.
Clicking on Add from this panel will open the Opening Times Details window. On this window, select each day and enter the Start Time and End Time (HHMM). The Duration is automatically calculated. The Capacity and no of places Vacant can optionally be entered and places Filled is automatically calculated. A Description can optionally be entered. Click Save to return to the previous window with these details saved.
Highlight a record on the Opening Times panel to Edit or Remove it. - Opening Times Exceptions
On the Opening Times Exceptions panel you can record special opening times and capacity details for a selected date range within the date range defined on the Opening Dates panel, such as an Early Closing day. You can also record whether the Service is open or not e.g. on a Bank Holiday. Click Add on this panel to open the Opening Times Details window. The Start and End Dates must fall within the range defined on the Opening Dates panel. The Is Open checkbox should be selected to display a tick if the Service is open or a cross if the Service is not open on these dates and times.
Click the Save button to return to the previous window with these details saved.
Highlight a record on the Opening Times Exceptions panel to Edit or Remove it.
Availability
This panel is used to record availability information for a Service such as No. of Weeks Open. When the Service is Available is selected from a lookup.
Age Range Details
This panel is used to record the Age Range Details that are catered for at the service. Enter the Minimum and Maximum Age in years and months for children at this service provider.
Check boxes are used to indicate whether or not the provider offers funded provision for 2, 3, 4 year olds and Children Over 8. Select the appropriate check box to display a tick if funded provision is offered for this age group.
If required, enter Suitable Age Range Details in the free-text box.
Capacity Details
The Capacity at a particular Capacity Date, the number of Vacancies at the selected Vacancy Date and the number on the Waiting List at the selected Waiting List Date for the different Age groups.
The Age Range user defined lookup enables flexible age ranges to be recorded.
Click the Add button to add information for a new Age Range. Highlight an existing Age Range to Edit or Remove it.
Vacancy Information
Check boxes are provided to indicate whether the Service provider should be contacted directly for vacancy information and whether or not there are immediate vacancies. The Contact Method for Updating Vacancies can be selected. A free text box is provided for further details to be stored.
- Communication LogCommunication Log
Communication Log Filter
The Communication Log Filter panel allows you to restrict the list of communications displayed in the Summary by entering a From Date, To Date, Communication Type and/or Communication Direction as required.
From Date and To Date are initially set to default values but may be changed. To Date is initially set to System Date and From Date is calculated using a parameter set via One v3 Tools | System Administration | LA Defaults – ‘CLOG_VWKS’, which has an initial value of ‘1’(i.e. From Date is set to System Date – 1 week).
Use the drop-down to select a ServiceTeam if required. Click the Search button and any matching communications will be listed in the Communication Log Summary with the most recent first.
You may expand or collapse the Communication Log Filter panel by clicking the arrows icon. the arrows on the icon will invert appropriate to the next available action
This may be set to Automatically Collapse. Check Automatically Collapse from the drop-down to collapse the Filter panel after every search. To view the Filter panel again click on Expand
Communication Log Summary
A one line summary of each communication displays the following information:
- an icon to show the Type of Communication: Email, Telephone, Fax, Letter, SMS, or Other
- Log Date and Time, Date and Time Received for incoming communication, Date and Time Sent for outgoing
- Summary
- Multiple Recipients flag
- Recipient, Name, Role and Establishment
- Initiator, Name, Role and Establishment of the Sender/Caller
- Type
- Direction
- whether there were any Attachments
Where there is a chain of follow-up communications that are linked together this is indicated in the panel below. This defaults to the most recent communication.
Click the Delete icon to delete the selected Communication Log record. You will be asked to confirm deletion. Deleting a record will update the Audit Trail. The Audit Trail is accessed from Tools | Audit Trail
The first communication in a chain of linked communications cannot be deleted.
To record a new communication, click New and the Communication Log Details panel will be displayed. To record details of a communication sent or received in response to a previous communication, highlight the required communication and click on Log Follow-Up. To view the details of the selected communication, click Open. In all cases the Communication Log Details panel will be displayed.
If the Communication Log has been opened from an Involvement Form, you can view the Subjects that have been defined for the Involvement by clicking on the Subject’s Log button. This will display a drop-down list of all the Subjects defined for this Involvement Form. If no Subjects are defined, the button is disabled. Select a Subject to display all Communication Log records for this Subject in the Subject Communication Log modal window.
Communication Log Basic Detail
To record details of a communication the Type Email, Telephone, Fax, Letter, SMS or Other and Direction Inbound or Outbound of the communication should be selected and then click on Continue.
Communication Summary
Log Date and Log Time are automatically completed with the current date and time, which can be changed. Summary is mandatory, and will be automatically completed if this is a follow-up in response to a previous communication Category can be selected if required.
Where communication Type is Email, Priority defaults to None but can be changed using the drop-down can be specified.
Panels are available to record: a Memo and the Subjects/From/To.
Click Save to save the communication details. If this communication is a Follow-up in response to a previous communication, a message is displayed asking whether to update the Response Completed date on the original communication with the Log Date of this linked communication. Answer “Yes” to update or “No” to save without updating the Response Completed date.
When a new Communication Log entry is saved a new entry is made on the Audit Trail. Any field that is updated is automatically audited and the details of each change are recorded. The Audit Trail is accessed via Tools | Audit Trail .
Click the Workflow button to create a Workflow Item and assign it to a user or post. The workflow item displays in My Workflow Messages on the My Home Page.
Click the Set ACL button to update the Access Control List Definition.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on and the area where the Mail Merge is being created.
Click the Sign Off button to electronically sign off the activity record. The digital signature records who signed off the activity and the date.
Subjects/From/To
The Subject(s) of this communication, who it is From and who it is sent To will be automatically completed if this communication is being recorded using the Log Follow-Up facility. They can be updated in these panels:
- Subject of Communication
If the communication is regarding a Service Provider rather than a person there will be no subject.
If the communication relates to an Involvement, the Subject of the communication will default to the Subject of the Involvement. This can be amended.
If the communication is for a person who does not have a current Involvement, the subject will default to the person selected from the Person Enquiry. If the communication is about multiple people who are not linked together via a current Involvement, clicking the Add button opens the Person Enquiry to allow multiple people to be selected from the selected person’s Key Contacts or other people known to the system. Use the Remove icon to remove the highlighted Subject. To view the Person Details, highlight a subject and click the Details icon. - From Details
The From panel contains the Name, Role e.g. Parental Relationship, Headteacher, Educational Psychologist etc and Establishment e.g.Base or Service Team Name of the Initiator (e.g.Sender). For Outbound communications relating to an Involvement this defaults to the Name, Role and Service Team of the Caseworker currently assigned to the Involvement. Otherwise it defaults to the person linked to the user logged on. For Inbound communications the Initiator can be anonymous. If no Initiator is recorded, the Anonymous check box will be ticked and a message displayed warning that the Sender is anonymous.
To select a new Initiator, click the Add button to display the Person Enquiry window. One or more Initiators may be selected from the list of Key Contacts or other people known to the system. Click the Edit button to change the Role/Establishment details for the highlighted person. Click the Remove button to remove the highlighted Initiator from the list. - To Details
The To panel contains the Recipient details. For Inbound communications linked to an Involvement, this defaults to the Caseworker associated with the Involvement. Otherwise it defaults to the person linked to the user logged on. If the communication is sent to more than one professional, it is recorded on the My Home Page.
New Recipients can be added by clicking the Add button to display the Person Enquiry window. One or more Recipients may be selected from the list of Key Contacts or other people known to the system. Click the Edit button to change the Role/Establishment details for the highlighted Recipient. Click the Remove button to remove the highlighted Recipient from the list.
For Email, Letter or Fax and Phone Call there is a specific panel to allow the details to be entered for each Communication Type. - CC Recipients
For Email, Letter or Fax, click the Add button to select CC Recipients using the Person Enquiry window. - Email Detail
This panel is only visible if the Communication Type is Email. The Subject and Body of the email is shown. If the email is Outbound, the Subject and Body should be completed (optional). To create an email to be sent by the system, click on Send Email. This will open your default email program with the Subject and Body completed. From will default to the person sending the email and To will show the email address of the Recipient if known to the system. The email can be edited if required but the changes will not update the Communication Log entry.
Emails that have been generated from a Timeline are pre-populated with the Type, Sender’s name, Recipient’s name, Subject, the Subject text specified at design time Body, the Body text specified at design time Attachment, if an attachment was specified at design time, the details of the file sent as an attachment Summary, Activity Title Response Required indicator. - Letter Detail
This panel is visible if the Communication Type is Letter or Fax. Receive/Sent Date and Print Date can be selected from the calendar.
For Outbound letters Links are available to Reports which are pre-defined standard letters. Click on one of these to view the standard letter using Report Viewer.
Alternatively, an outgoing letter may be produced using a Quick Reports template. See How to use Quick Reports.
Letters that have been generated from a Timeline are pre-populated with the Recipient’s Name, Type, Response required indicator, Sender’s Caseworker assigned to the Involvement to which the Timeline is linked name, Summary, Activity Title , Sent Date, Default to the date the letter was generated and Print Date. Default to the date the letter was generated (for auto generation) or the date the letter was printed (for manual generation). - Phone Call Detail
This panel is visible if the Communication Type is Phone Call. The Duration of the phone call in hours and minutes may be optionally stored. - Response Detail
If a response is Required, check the box. If checked, the Response Due date can be entered and Referred To will default to the name of the Caseworker/ person sending the communication, if specified, but can be changed by selecting another Person. Both of these fields are optional and may be updated if required. The Response Completed Date will then be optionally updated when a follow-up communication is added using the Log Follow-Up facility.
- ComplaintsComplaints
Complaints Summary
This page is displayed when the Complaints link is selected from the Links panel in Maintain Service Provision or Maintain Provider.
The Complaints panel displays a list of complaints stored against the provider or service showing summary informationsummary information.
Click the Add button to add new Complaint Details for this provider or service.
Highlight a complaint in the list and you can click the Edit button to edit the details or the Remove button to delete it.
Click the Save button to save your changes.
Complaint Details
Complaint Details is displayed when you choose to add a new complaint or edit an existing complaint against this Provider or Service. Store the details of the Complaint and any Appeals made to the Local Authority. You can also store UDFs for complaints by clicking on UDF Manager.
Click the Save button to save your changes.
- Complaints
Complaint Date is the date when the complaint was registered. It defaults to the current date and cannot be in the future. Complaint Type (Table id 0476) is mandatory.
Complainant Summary is selected by clicking on the Select to open the Person Enquiry. Once a complainant is selected you can view their details by clicking the View Details button to open the Person Details page. Alternatively, you can click the Clear Selection button.
The Complaint Action (Table ID 0477) and Outcome (Table ID 1143) can be optionally selected.
A memo can be used to store additional information regarding the complaint and a separate memo regarding the Action of the Complaint. - Appeals
This is used to record an appeal for an existing complaint. The Appeal to LA Date is the date when the appeal to the Local Authority was registered. This date cannot be before the Complaint Date. The Appeal to LA Outcome (Table ID 0478) is the Local Authority’s outcome for the appeal. It is only available if a value has been entered in the Appeal to LA Date.
TheAppeal to Law Date should be completed if the appeal goes to law and the Law Outcome (Table ID 0479) can then be selected.
You can record the total Time Spent on the appeal in days, hours and minutes.
A memo can be used to store additional information regarding the appeal.
- Complaints
- IncomeIncome
This page is opened when you click on the Income link from the Maintain Provider page. It allows you to define an Income record against the Provider. You can record the Income Details and then the Receipt Details.
The Income panel displays summary information for the Income records already defined for this Provider.
Click the Add button to create a new income record. Select an existing income record and click the Edit button to update it or Delete button to delete it. The Income Details window is displayed with two panels: Income Details and Receipt Details.
It is not possible to edit or delete an income record if Receipt Details have already been defined
- Income Details
- Income Code is the type of Income and must be selected from the lookup. Once an Income record has been defined and saved, the Income Code cannot be changed.
- Amount is the amount of monies paid to the provider. It is not mandatory. It should be a decimal value and cannot be negative.
- Due Date is mandatory and is the date that the income is due to be paid to the Provider.
- Receipt Details
This panel is used to define any Receipt Details for the income record. Details of the receipt can only be defined after an income record has been set up.- Receipt Number: if a value for Slip Prefix and Slip Start No has been defined in the Income Defaults panel via Early Years Setup | Income Setup, those values will be concatenated to create the Receipt Number. Otherwise, you can enter a value (up to 10 alphanumeric characters).
- Receipt Type: a value should be selected. Options are Cash, Cheque or Postal Order.
- Receipt Amount: the receipt amount can be different to the Income Amount. If so a message will be displayed when you try to save
Receipt Amount is different to Income amount, do you wish to proceed?
Click the Yes button to continue saving or No to discard the changes. - Income Note: a memo can be stored.
- Receipt Date will default to the current date and can be changed.
- Receipt Printed will be checked when the Receipt has been printed. It cannot be edited.
- Bank Slip No: Slip No of the monies paid into the bank. It cannot be edited.
- Bank Slip Date: the date of the bank slip for the monies paid into the bank. It cannot be edited.
- Last Updt: automatically completed with the date and time when the record was saved.
- Updated by is automatically completed.
Income Setup
This page enables you to allocate specific types of income to specific types of funds or budgets. The Income Type(s) must be setup before you can define an Income record.
Income Types
The Income Types panel displays the Income Types that have been defined.
Click the Add button to add a new Income Type. Record the Income Code and Description. You can optionally enter the Fund and Budget Codes to be associated with the Income Type. Fund and Budget Codes are alpha-numeric values up to 8 characters which must be in upper case.
Click the Edit button to update details of the highlighted Income Type.
Click the Remove button to remove the highlighted Income Type.
Income Defaults
The Slip Prefix and Slip Start No must be set up for the Income record. The value in the Slip Prefix box will appear on the generated receipt slips and the Bank Slip No. on the Income record(s). The value in Slip Prefix may be up to 4 characters and upper case. If Slip Prefix is defined then Slip Start No. must be entered. The Slip Start No. must not exceed 10 characters including the Slip Prefix. e.g. .if Slip Prefix is AAA then Slip Start No. can be up to 7 numbers long.
- Income Details
- Job VacanciesJob Vacancies
This window is displayed when the Job Vacancies link is clicked from the Links panel in Maintain Provider or Maintain Service Provision.
The Job Vacancies panel displays a list of all the job vacancies stored against the Provider or Service in descending order by Start Date and Status. The Status of the job vacancy indicates whether it is open or closed.
Click the Add button to add details for a new job vacancy for this Provider or Service. Click the Save button and the new job vacancy is added to the list.
Highlight a vacancy in the list and you can Edit the details or Remove it.
Job Vacancy Details
Use this panel to enter or edit details about a job vacancy. Job Title is mandatory. Other information is optional but, if entered, Salary Range From must be less than Salary To. If Experience is entered, you must select the Experience Type.
Job Category
Use this panel to store or modify Job Category information about the job vacancy.
- LinksLinks
Manage Provider Links
This page enables you to associate one or more links against the provider for the following:
- Receivers
- Memberships
- Representative Details
Receivers
This panel is used to maintain a record of receiver schools for this provider. This enables you to select one or more bases which have a DfE number defined. When you save this link the receiver is saved as a link against the provider.
Memberships
To associate one or more external organisations to which the provider is linked by membership. This enables you to select one or more memberships by displaying all Groups which are available. You can also add a new Group which will then be available to link to as a membership for the provider. Click the Save button to save the link.
Representative Details
To associate and link Representatives for the Provider. You can associate a Representative for each of the following roles:
- Partnership
- District Forum
- Link Group
For each of these roles a Person Search is available. If the required person does not exist,you can add a new person using Person Enquiry.
Only one person can be defined for each role.
- Monitoring
- Monitoring SummaryMonitoring Summary
The Monitoring Summary is displayed when you click the Monitoring link from the Provider Details or from the Service Provider Link Details. It shows summary information of the monitoring records defined for the selected provider or service.
- Monitoring SearchMonitoring Search
Search criteriaSearch criteria can be entered and clicking the Search button returns a summary list of all monitoring records matching the criteria. The information displayed is Monitoring Ref.,Monitoring Date, Monitoring Type, Date of Next Meeting, Monitoring Officer and Monitoring Outcome.
Click New to open Monitoring Details to add a new Monitoring record.
Highlight a record in the list and click Open to open the Monitoring Details or Delete to delete it.
Click Save to save your changes.
- Monitoring DetailsMonitoring Details
This panel is used to record a Monitoring record to be associated against the selected Provider. A Service or Provider may have one or more Monitoring records defined for them.
- Monitoring Ref
This reference of the Monitoring is not mandatory and is a free text field that can contain up to 15 alphanumeric characters (including special characters). - Monitoring Type
Mandatory field selected from lookup Table ID 0426. - Monitoring Date
The date (dd/mm/yyyy) that the monitoring took place is mandatory. - Monitoring Time
The time (HH:MM) that the monitoring took place is not mandatory. - Monitoring Outcome
The Outcome of the monitoring is not mandatory. Lookup Table ID 0425. - Monitoring Officer
The person who carried out the monitoring. Click the Browse button to open the Select Monitoring Officer lookup. This is a Role lookup. - Date of Next Monitoring
The Next Inspection Date must be greater than the Monitoring Date, but is not mandatory. - Date Report Recorded
This date (dd/mm/yyyy) is not mandatory. - Action Plan Deadline
This date (dd/mm/yyyy) is not mandatory. - Certificate Number
A maximum of 15 characters. It is not mandatory. - Monitoring Memo
This is available if required to store additional information about the monitoring.
- Monitoring Ref
- Monitoring OutcomesMonitoring Outcomes
This panel allows you to record the outcomes for the monitoring record. A Monitoring record must have already been set up. The Monitoring Outcomes are stored as lookups. A monitoring record may have one or more Monitoring Outcomes defined.
Click on Add to record a new Monitoring Outcome record.
- Compulsory Childcare Register Met
This check box enables you to record whether or not the compulsory part of the Childcare Register are met. It is a tri-state checkbox (True/False/Null) that defaults to Null. - Voluntary Childcare Register Met
This check box enables you to record whether or not the requirements of the voluntary part of the Childcare Register are met. It is a tri-state checkbox (True/False/Null) that defaults to Null.
Click the Add button to record a new Monitoring Outcome record.
- Monitoring Description
The Monitoring Description chooser will be displayed allowing you to Search and Select a description. The lookup must be set up against the Monitoring Type and is displayed depending on the value selected for Monitoring Type. - Monitoring Outcome
The Lookup (Table ID 0425) must be set up against the Monitoring Type and will be displayed depending on the value selected for Monitoring Type. - Memo
A memo can be defined for each monitoring outcome record.
Highlight and click the Remove button to delete a monitoring outcome record. You will be asked to confirm that you wish to delete the selected record.
- Compulsory Childcare Register Met
- Future ImprovementsFuture Improvements
This panel enables you to define the future improvements for the monitoring record, which may have been identified as part of the monitoring process. To record a new Future Improvement, click on the Add button and enter the details of the future improvement as free text. Click the Save button to save the details.
Highlight and click the Remove button to delete a future improvement record. You will be asked to confirm that you wish to delete the selected record.
- ActionsActions
This panel allows you to define Actions for the monitoring record. These are additional details of any actions assigned to the service or provider as a result of the monitoring. One or more actions may be defined for the monitoring record.
Click the Add button to record a new action.
- Action Description
A description for the Action that has been assigned to the Service or Provider. - Action By
The date (dd/mm/yyyy) by when the Action must be taken. Must be greater than the Monitoring Date. - Compulsory Childcare Register
Select the check box to display a tick if the action assigned is to meet the compulsory part of the Childcare Register. - Voluntary Childcare Register
Select the check box to display a tick if the action assigned is to meet the voluntary part of the Childcare Register. - Completed
Select the check box to display a tick if the action has been completed - Completed By
If completed, the date that the action was completed. - Memo
This enables you to record additional details about the action.
Click the Save button to save your changes.
Highlight and click the Remove button to delete an action record. You must confirm that you wish to delete the selected record.
- Action Description
- Quick ReportsQuick Reports
Quick Reports can be generated from the Monitoring page.
- Linked DocumentsLinked Documents
Linked Documents can be defined against the monitoring record.
- LinkLink
The Links panel enables you to link to Activities to record an activity and associate this to the monitoring record (subject to licensing).
- Monitoring SummaryMonitoring Summary
- Provider CensusProvider Census
This page is used to view historical Census information recorded for this Provider.
The data can be modified via Early Years | Census Return.
- Service ChargesService Charges
Service Cost Details
Service Cost Details is accessed from the Services | Service Provider Links focus by clicking on the Service Charges link. It is used to record all cost information against a Service.
Service Charges
In the Service Charges panel, to define a new Service Charge, click Add to open the Service Charge Details window. In this window, select an Age Range using the Age Range Enquiry. You can also add a new Age Range here by clicking New. Define the charges made for this Age Range and click Save.
To update a Service Charge, highlight it and click Edit to open the Service Charge Details, make the required changes and click Save.
To delete a Service Charge, highlight it and click Remove.
Cost Details
In this panel store other Cost information for this Service such as Contact Service for Costs check box, Sibling Discount check box and other optional free text information.
Click Save at the top of the page to save Service Cost Details.
In addition, the link to Reports provides a v3 Contact Log report which will list v3 Contact Log records for this Provider if any exist.