Infocare Step-by-Step | August 2021

*** Important Information***

With all of New Zealand moving to Alert Level 4 from 11:59pm on 17/08/2021 (Auckland and Coromandel for seven days; rest of New Zealand reviewed after 72 hours); the Ministry of Education have advised that all early learning services are to be closed. Under Alert Level Four, services are to use the Emergency Closure (EC) code for these days and you do not need to apply to the Ministry of Education to access this funding.

Please see the following steps you need to follow in Infocare.

Table of Contents

1. The “Alert Level 4” period is classed as an Emergency Closure

2. Marking/modifying Child Daily Sign in Sheets for days that are covered under the Emergency Closure

3. Staff Daily Timesheets

4. Optional – How to credit fees already charged

1. The “Alert Level 4” period is classed as an Emergency Closure

According to the pānui from the Ministry of Education dated 17/08/2021, the “Emergency Closure” period is to be used when your service would normally be open, but cannot be under these direction from the Ministry from 18 August 2021 for seven days, pending review 23/08/2021. We expect more information to be provided from the Ministry if there is a variation to these dates and requirements.

Here is how to update your Centre Calendar and mark child daily sign in sheets:

1. Click on the “Centre”, link in the menu bar and then select “Calendar”.
2. Make sure the month is “August” and the year is “2021” and click “Modify”.
3. Select “Emergency Closure” for the dates required for your region according to this latest information.
4. Once you have made the changes, click “Update” to save the changes.

NB: if you have more than one service, you can also select the options of “Area”, “Region” or “Group” in the “Centres to be updated field”.

(Here is an example of what your Centre Calendar might look like if you are outside of the Auckland and Coromandel regions and you will not be charging fees for these days (optional); also if you have more than one service).

2. Marking/modifying Child Daily Sign in Sheets for days that are covered under the Emergency Closure

1. Go to the “Sign in Selection” screen by either selecting it from your “Favourites” menu or going to “Reports, “Child Reports” and “Sign in Sheets”.
2. Update the “Date” to be 18 August 2021 and click “Search”.
3. Select the “Category” and click “Modify” (if you have more than one category of sign in sheet, repeat this process for all categories).
4. Scroll down to the bottom of the screen and click the button “Mark all absent” and then click “Next Day” to navigate to the next day.
5. Repeat this process for all days covered of the Emergency Closure depending on your region.
6. Once you have reached the last day the of the Emergency Closure, click “Update”.

3. Staff Daily Timesheets

Staff daily timesheets are not required for the purposes of funding on the days your service is closed to due an Emergency Closure. If you export staff timesheets from Infocare into a payroll program you can opt to enter staff timesheets into Infocare if you wish however, all staff will be required to be recorded in ‘non-contact’ activities i.e. “Other Duties” or “Non Contact”.

If you would like an activity added specifically for “COVID-19”, please email help@infocaresolutions.co.nz with your request and we will load one for you.

A full list of leave codes can be viewed by going to the “Centre” link in the menu bar, “Centre Options” and “Staff Activities”; we highly recommend that you do not make any changes to your services staff activities and instead email help@infocaresolutions.co.nz with your requested additions.

4. Optional – How to credit fees already charged

If fees have been charged during Alert Level 4 and you now no longer wish to charge fees, remove the tick from the “Charge” box in your “Centre Calendar”, and then follow the steps below to create credit Fee Adjustments.

1. Go to the “Billing” menu and select “Account Processing”.
2. Enter in the Effective date for your billing cycle.
3. Click the “Create All” button and click OK on the message advising you how many Fee Adjustment invoices are being created.
4. Click on the “View Invoice” button and check all Fee Adjustment invoices are correct and Modify if changes are required.
5. After checking and making any changes required, click the Commit button at the bottom of the “View Invoices” list or click the “Commit All” button from the “Account Processing” screen.