Introduction to starHO

TABLE OF CONTENTS

1. MANAGEMENT ACTIVITIES........................................................................ 4
System Controls Maintenance..................................................................................... 4

Security Access Maintenance ..................................................................................... 4

Total Business Days Per Month .................................................................................. 4
Total Business Hours Per Month................................................................................. 4
Centre Maintenance.................................................................................................... 4
Report Parameter Deletes........................................................................................... 4
User Data.................................................................................................................... 4

2. CENTRE DATA LOAD .................................................................................. 5

3. LOAD ALL AVAILABLE CENTRE HO DATA ................................................... 5

4. BUILDING REPORTS AND SETTING UP REPORT PARAMETERS ................. 5

5. CENTRE REPORTS MENU ........................................................................... 5

Centre Maintenance.................................................................................................... 5
Centre Data Delivery Report ....................................................................................... 5
Outstanding Centre Data Report ................................................................................. 5

6. CHILDREN AND PARENTS DETAILS MENU................................................. 6

Individual Child Standard Attendance.......................................................................... 6
Child Emergency Information ...................................................................................... 6
Centre Children’s List.................................................................................................. 6
Centre Emergency Report........................................................................................... 6
Child Standard Attendance Times Report ................................................................... 6
Child Standard Attendance Fees Charged Report....................................................... 6
Centre Mother’s Report ............................................................................................... 6
Centre Father’s Report................................................................................................ 6
Centre Partner’s Report .............................................................................................. 6
Persons being Billed For Care Report ......................................................................... 6

7. CENTRE AND CHILDRENS STATISTICAL REPORTS .................................... 7

Child Fee Weeks Not Charged.................................................................................... 7
Family Usage Report .................................................................................................. 7
 TABLE OF CONTENTS

Centre Vacancies Report ............................................................................................ 7

Centre Attendance Summary Report........................................................................... 7

Affordability Summary Report (NSW Preschools only) ................................................ 7

8. STARCARE ANALYSIS MENU...................................................................... 8

starCare Centre Financial Report by Government Weeks ........................................... 8
starCare Centre Financial Report by Calendar Month ................................................. 8
starCare Centre Processing Report ............................................................................ 8
Monthly Overdue Debtors Analysis ............................................................................. 8
Quarterly Debtors Analysis.......................................................................................... 8
Deposited Cheques Report ......................................................................................... 8
Daily Deposits Report ................................................................................................. 9
Receipts Report .......................................................................................................... 9
1. MANAGEMENT ACTIVITIES

Set up Management Activities with your details to run the Head Office Consolidation system.
This will enable the starHO package to be tailored to the organisation’s parameters.

System Controls Maintenance

Enter the Head Office business name, address and telephone numbers into the System Controls
Maintenance.

Enter the directory address used when importing HO Data files.

Security Access Maintenance

Set up an operator name and password for all staff allowed into system. The password may be up
to eight letters and/or numbers.

Total Business Days Per Month

For Long Day Care Centres enter Total Business Days per Month for use when running Utilisation
Reports.

Total Business Hours Per Month

For OOSH Centres enter Total Business Hours per Month for use when running Utilisation
Reports.

Centre Maintenance
The first time a Centre data is loaded into the Head Office system, information from the Centre is
brought across to this screen. Most of the information will be automatically inserted, but certain
fields must be filled in and checked allowing starHO to accurately analyse data.
Options such as District allow larger organisations to categorise their Centres by useful
parameters for reporting purposes.

Report Parameter Deletes

Delete report parameters that are no longer needed.

User Data
Set up User Data identification names to be allocated to Centres through the Centre Maintenance
screen. This facility allows more options when running reports.

JCN Systems Pty Ltd Introduction to starHO Page 4 of 9

2. CENTRE DATA LOAD

Centre Data can be loaded individually, which is useful if data is late being created, for example. This
data can be loaded directly from a server or network drive, or from removable media, such as a USB
key.

Disks can be loaded Weekly, Monthly or when required.

NB: Each time a Centre disk is loaded, the previous data is over-written with the new updated data.

3. LOAD ALL AVAILABLE CENTRE HO DATA

Centre Data can be loaded for every centre in one step. starHO will automatically set CNTR###
folders in the HOData directory nominated in System Controls. The data created by the centres can be
directed straight to the appropriate CNTR folder, or can be loaded from removable media, such as a
USB key.

Disks can be loaded Weekly, Monthly or when required.

NB: All centre data will be deleted out of the CNTR### folders when it is loaded.

4. BUILDING REPORTS AND SETTING UP REPORT PARAMETERS

Parameters can be set up on each report in the Head Office System. Report Parameters saves the
operator answering the selection questions each time the report is requested.

Reports can be run in alphabetic or numerical order, by District, User Data, Account Reps, etc.
Centres can be selected and deselected, and reports can be produced to Word or Excel.

NB: Have an agreed upon plan for setting up report parameters and names before you begin. Each
operator will need to be able to recognize and utilize existing parameters.

5. CENTRE REPORTS MENU

Centre Maintenance
This report gives each Centre’s address and licensing information. This report includes information
such as Account Reps linked to the centre, what District and DoCS area the Centre is located in,
the Service Type, Operating Hours, Total Children Licensed and Staffed for.

Centre Data Delivery Report

Lists all dates that each Centre’s Data was loaded into the HO system, within the year requested.

Outstanding Centre Data Report

This report lists Centres for which Head Office Data has not been loaded within the month
requested.

JCN Systems Pty Ltd Introduction to starHO Page 5 of 9

6. CHILDREN AND PARENTS DETAILS MENU

Individual Child Standard Attendance

The Attendance details for all children in each Centre can be accessed through this screen. The
details for each Centre will update automatically each time data for the Centre is loaded into
starHO.

Child Emergency Information

This screen allows the operator to quickly view an individual child’s emergency information.

Centre Children’s List

This report will list personal information and contact details for each child in a Centre, including
Commencement and Exit dates.

Centre Emergency Report

Lists Emergency information for all children within the Centres selected. Printing this information
allows Head Office to keep hard copies of emergency information, and is also useful on occasions
when the Centre’s starCare system may not be available.

Child Standard Attendance Times Report

This report shows children’s attendance information based on the most recent Standard
Attendance Template. It includes Effective and Enrolment dates, Attendance Codes, days and
hours.

NB: To analyse statistics on attendance days, export this report to Excel. Based on this
information, operators can see information such as how many children use the centre five
days a week, or are on discounted rates etc.

Child Standard Attendance Fees Charged Report

This report gives the hourly or session rates for each child in a Centre, based on the most current
effective date.

Centre Mother’s Report

Gives all Mothers’ contact details for Centres selected.

Centre Father’s Report

Gives all Fathers’ contact details for Centres selected.

Centre Partner’s Report

Gives all Partners’ contact details for Centres selected.

Persons being Billed for Care Report

Gives all Billing Master contact details for Centres selected.

JCN Systems Pty Ltd Introduction to starHO Page 6 of 9

7. CENTRE AND CHILDRENS STATISTICAL REPORTS

Child Fee Weeks Not Charged

This report shows any week a child has not been charged for, within the specified date range,
allowing Head Office to monitor missed fee income.

Family Usage Report

This report gives both the total number of enrolled families and children, and the total number of
active families and children, within a specified date range. This is a useful report for ASPARD, or
for a fast family and child head count.

Centre Vacancies Report

Shows the daily utilisation numbers for each attendance code within a specified date range, and
deducts the number of children who have attended each day from the total number of children
staffed for. The utilisation shows as a percentage.

NB: When comparing Vacancies Reports in starHO with the Utilisation information from individual
Centres, remember to be consistent in the Attendance Code. Comparing a report run by
Historic with a report run by Standard will give different figures.

Centre Attendance Summary Report

This report gives the actual usage for the month in a Centre, by hours.

Affordability Summary Report (NSW Preschools only)

This is a Preschool report, showing a breakdown of usage of affordability tiers per month.

JCN Systems Pty Ltd Introduction to starHO Page 7 of 9

8. STARCARE ANALYSIS MENU

starCare Centre Financial Report by Government Weeks

This report shows a summary of financial transactions for each Centre, in the month where they
belong. Using the Government Weeks option will include figures for any weeks where the Monday
falls within that Month. Run this report for all years, a particular year, and by either Financial or
Calendar year.

All Financial reports are broken down into sections for Bond, General Credits, Fees, CCB income,
and Other Transactions.

The Fees section will show fees that have been billed and receipted, any refunds or reversals, and
any fee credits applied and taken.

The Bonds section will have all Bonds receipted, transferred, refunded or reversed.

The Other Transactions section will show All Other Transactions that have been billed and/or
receipted, refunded and reversed.

starCare Centre Financial Report by Calendar Month

This report shows a summary of financial transactions in the month where they belong, ie: Income.
Using the Calendar Month option cuts all figures off at the end of the Month, regardless of where
this falls in the week.

The report is broken down into Bond, General Credits, Fees, CCB income, and Other
Transactions.

starCare Centre Processing Report

This report shows a summary of starCare transactions for each Centre, in the month in which they
were processed i.e. Cash Flow.

The report is broken down into Bond, General Credits, Fees, CCB income, and Other
Transactions.

Monthly Overdue Debtors Analysis

This report gives a breakdown of overdues from the end of the month; going back the last three
months. It includes unallocated General Credits and Bonds, as well as any money receipted for
transactions beyond the end of the month, as these are all counted as liabilities. The net
outstanding column on the report takes any credits from debits to give current overdues.

Quarterly Debtors Analysis

This report shows outstanding amounts on accounts for each Centre. It reports on the last thirteen
weeks of data.

Deposited Cheques Report

This report gives a list of every cheque deposited into starCare going back 90 days from the end of
the month requested. It is useful report allowing Head Office to match up dishonoured cheques to
Centre accounts.

JCN Systems Pty Ltd Introduction to starHO Page 8 of 9

 Daily Deposits Report
This report shows each deposit made for the period requested. It is broken down into Cash,
Cheques, Credit Card, Eftpos, BPAY, Post Billpay etc.

Receipts Report
This report shows receipts by type, date and Centre within the date range selected.

JCN Systems Pty Ltd Introduction to starHO Page 9 of 9