Phoenix Children s Academy Training Pilot 1/13/10

Transcription

1 Phoenix Children s Academy Training Pilot 1/13/10

2 Goal Provide the training necessary for School Directors and Assistant Directors to utilize OnCare Office, Tuition PayDirect and EasyCharge for: Family billing and accounting Child Time Clock tracking Staff Time Clock tracking Taking in school credit card payments School management and reporting Familiarity with Tuition PayDirect 2

3 Agenda Introduction Module overview Family Accounting Time & Attendance Staff Record Hands on product training Family Accounting Time & Attendance Tracking Staff Record / Time Sheet Special Scenarios Online payments and in school electronic payments Tuition PayDirect EasyCharge plus EasyDraft Manager Wrap up, questions & support 3

4 Introduc/on OnCare Office is a web-based solution for the administration of early childhood education schools Provides the ability to work anywhere, anytime Supports Mac or PC computers Allows access to school data from anywhere in the world Centralizes all data for easier administration and reporting All you need is an internet connection Continuous, real-time enhancements are always being added without the need to install software at the schools Ensures data is backed up and available all the time OnCare reduces paper waste. Think Green. 4

5 Physical Security Security Data center in a secure unadvertised location Access requires pre-authorization with entry logs being audited on a regular basis All servers are individually locked All servers run from redundant power systems Security Best Practices All default passwords and accounts for every system in the OnCare environment are disabled Only administrative accounts with unique passwords are set up for system configuration 3rd party organizations regularly evaluate security practices and provide security testing with recommendations on the most upto-date security techniques and policies Network Security Firewalls limit network access to only necessary application ports Environment utilizes Access Control Lists (ACLs) to limit access to specific & systems Application Security All data transmission is encrypted using SSL technology Unique user accounts and passwords are required for access to OnCare All passwords are stored in an encrypted MD-5 format within the database Code is regularly evaluated for security best practices Server Security All servers run the latest version of virus protection software All servers maintained at the highest level patch release for OS and application security Network access to all servers is tracked in log files and audited on a regular basis 5

6 Changes Tasks you no longer need to do: Transmit general ledger Transmit payroll Transmit progress report Daily backups Monthly and weekly billing OnCare will automatically run billing each month for weekly/ monthly billing Recurring tuition payments (Tuition Express) If a family has signed up for Tuition PayDirect, their payments are run automatically based on their selections You do not enter the payment information as you did for Tuition Express. Payment are posted on their ledger card automatically Refunds are posted automatically to the ledger card when accounting processes them Tuition PayDirect will post NSF return checks automatically 6

7 Changes (continued) Tasks you now do differently Tuition Standard tuition amounts should not be modified Discount must be used to reduce standard amounts Discounts in Child Billing box are now calculated on the same line as the charge instead of the next line Billing Cycles The billing cycles are weekly and monthly You can add a start and ending date for each item in the billing box Ledger Family ledgers show both pending and current AR values Cash discount will now be applied upon tuition paymentno longer two separate transactions Subsidy/Agency The parent portion is posted to a parent ledger The agency portion is posted to agency ledger Staff/Payroll Information No staff salaries will be recorded in OnCare The two employee groups are hourly and salary, they are not separated by admin and staff Staff time punches will be locked at the end of the pay period. Missed punches must be entered before lock time. OnCare Support Options School Questions Open an IT Help Desk ticket at helpdesk.phoenixchildrensaca demy.com Call the IT Help Desk at

8 Family Accounting 8

9 Family Accoun/ng Family Records Parent information Contact Info Single vs. Multi-Ledger Status Family Notes Child information Name & DOB Classrooms Program info Scheduling Billing Subsidy rates & expiration date Emergency Contact Health Status Authorized persons Family Acct Ledger Family payments and charges Agency payments and charges Shared Functions Search / Select records Functions Setup Reports Family / Child Reports Financial Reports 9

10 Logging into OnCare Office Username controls which company & center(s) you will see Currently two roles for users Company Admin Center Director This account will be used for training Password Recovery No longer necessary to call Support 10

11 Basic Navigation Home window Home navigation items Home Feedback/help Logout Module window Main Menu Feedback & Help 11

12 Family Record Items to Note Family Configurations Multi-ledger Subsidy Status Children Configurations Classroom Program Status Enrollment Date Withdrawal Date Child ID code Recurring Billing Contract Expiration Date Schedule 12

13 Family Ledger Items to Note Ledger Entries Record of all payments and charges Both parent s ledgers Enter one time transactions Enter batch transactions Child Tuition recurring transactions Tuition PayDirect and EasyCharge Agency charges and payments 13

14 Exercise #1 Assign families Look at families with single ledger Change family to multi ledger Look at ledger choices Change family to subsidized Look at ledger choices Change family back to original configuration 14

15 Exercises #2 Enter a Late Pick-up Fee of $25 Modify the late Pick-up Fee down by $10 Enter a future tuition charge Enter a sibling discount to that tuition charge Apply a cash discount to that charge Enter a payment for those charges 15

16 Exercise #3 Enter a recurring tuition charge to a child Add a discount of $25 16

17 Shared Functions Family Record Search / Select records Acct Ledger Info Sheet Authorized Persons Family Notes Functions Add/edit emessage (with time clock later) Batch Child s Billing Box Update Data Download Special Batch Posting Audit Log Setup Billing setup Child Schedule Templates Add/Edit 3 rd Party Agency 17

18 Exercise #4 Setup a new Agency Go into your family and assign them as Subsidized Family Type Add a one-time Tuition Charge to the Agency Add a recurring tuition charge to the Agency Discount the Sponsor s tuition charge by same amount 18

19 Subsidy Payments/Adjustments Agency Payment Transfer Adjustment page Payments Adjustments Transfers 19

20 Family Accounting Reports Setting up the PC & Browser Adobe Reader Security Settings Reports Child/Family Data Accounting 20

21 Time and Attendance 21

22 Time and Attendance Launch Sign-in/Sign-out Program (Time Clock) Child Time Card View/edit time card for any child Allows full access to time clock records Functions Attendance Reports (child) ID code- Auth d person ID code- child Children Currently Checked-in Center Attendance Summary Billing by Attendance Failure to Sign Out Late Pick-up Report 22

23 Exercise 1 Go into your family and set up a new Authorized Person If multiple children in family, set the Authorized person up for just one child Write down their ID Launch Time clock Log in using the ID code you just created Do not log children out 23

24 Group Check In/Out All Center Directors and Co. Administrators can do Group Sign In/Out For bus runs For end of day record adjustments 24

25 Exercise 2 Log into Time & Attendance Open the Children Currently Checked In Verify that your children have been checked in Go back to Child Time Card Manually enter a Time Out record 25

26 Staff Record / Time Sheet 26

27 Staff Record / Time Sheet Staff Records Editing staff details View/Edit time card PTO management Absence management Reports Staff Time Sheet Staff Absence Report Setup Time sheet setup Staff schedule templates 27

28 Exercises Assign staff members to class Write down ID code for your staff Launch Time clock Login using your ID Don t log out Close Time clock Log into Staff Record Review Time card Manually check out staff member Select PTO Assign Staff 4 hrs PTO Used 28

29 Special Circumstances Parent Refund Deposit Refund Bad Debt NSF Check Payroll Deduction Balance Transfer (child moves from one school to another) Tuition/Payment/Credit posted to wrong account or for wrong amount** Employee/Sibling/Corporate Discount Subsidy (parent and agency portion) Fundraisers/Ancillary 29

30 Tuition PayDirect EasyCharge EasyDraft Manager Making online and in center payments easy for schools 30

31 Tuition Pay Direct Tuition PayDirect lets parent and family members pay for school fees online Reduces the processing of payments in schools Automatically posts the payments and returns into the appropriate ledger of OnCare Office Parents can see what their current AR balance is within Tuition PayDirect Parents can make one time payments Parents can set up recurring payments Weekly and Monthly 31

32 Parent Sign up - Tuition PayDirect Parent must have an address in OnCare Office Co-sponsors may sign up if they have an address as well Directors send an automated to the parent(s) using a function in OnCare Office Parents use link in to register on Tuition PayDirect Once registered, parent(s) set up payments using electronic bank drafts or credit cards 32

33 Sending Invitations 33

34 Composing the Message 34

35 Signing up: example 35

36 Parent Registration Page 36

37 Demo of Tuition PayDirect 37

38 Easy Draft Manager High-level overview Search transactions and customers Report transactions and customers Detailed coverage Searches Specific transaction List of transactions List of customer Reports Transaction report Customer report Recurring accounts Settled transactions 38

39 Easy Dra8 Manager 39

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44 Search Results 44

45 Dates Explained Trans Date is the date the payment was made. Process date is the date we send to the Bank or Credit Card Processor Effective date is the date it hits the Parents account Deposit Date is the date the Merchant receives the funds 45

46 Status Codes in EZD Manager Awaiting Processing These are items that have been marked for processing and are waiting to be sent to the processor/bank. Being Processed These items are currently being sent to the processor/bank. This status only shows when the actual back-end process is running. Completed These items have been sent to the processor/ bank. Cancelled These items were cancelled before they could be sent to the bank. Only applies to ACH transactions. Voided These items were voided before they could be sent to the processor. Only applies to CC/DC transactions. Refunded These items were refunded/voided after they were sent to the processor/bank. Processing Return These items have been returned and are in the midst of moving through the return process (representments, etc). Returned Collected These items went through the return system and were collected. Returned Not Collected These items went through the return system and were not collected. 46

47 EasyDraft Manager Summary Use it to Find customers who have signed up Find customers who have set up recurring payments Understand who has made payments Understand the status of payments Answer parent questions about payment status 47

48 EasyCharge Plus A software application to replace Tuition Express for in center Credit Card payments Needs to be installed Communicates over the web Integrates with OnCare Office Transactions automatically posted to OnCare Office appropriate ledgers Returns automatically posted to OnCare Office if done through EasyDraft Manager One installation per school Integrates with the same swipe reader as Tuition Express 48

49 EasyCharge Plus Required payment info changes based on selection Print receipt Required field address loaded based on Account Name field 49

50 Question and Answer 50

51 Company Administrator Functions 51

52 Goal Provide the training necessary for Company Administrator to utilize: OnCare Office Admin pages EasyDraft Manager EasyDraft RCK 52

53 Company Admin Pages Family Accounting Company AR Aging Report Multi-center reports Search Families Billing Setup GL Acct Setup 53

54 EasyDraft Manager Refunding and Voiding transactions 54

55 EasyDraft RCK Viewing status of returned checks 55

56 Merchant Charged $3.50 Merchant and Parent ed of ineligible return Merchant pursues collection with parent Inelidgible Status U Return ACH Transaction entered in RCK Ineligible or NSF Returned Check Process EasyDraft is notified of NSF EZD immediately resubmit's check to bank Status A1 Status 1P Status A2 Hold until 1 st or 15 th of month (whichever comes first) Fail Success or failure Success Funds are cleared and merchant account is notified Status S Status 2P Resubmit to bank on 1 st or 15th Transaction classified as Fatal and merchant charged $3.50 Fail Status F Success or failure Success Status S Funds are cleared and merchant account is notified Merchant and parent ed of ineligible return 56

57 RCK Status Values A1 - Awaiting 1st Representment Items to be processed for presentment after 4:15pm EST today H1 - Hold - Awaiting 1st Representment Items on HOLD prior to 1s Representment 1P - 1st Representment Items processed and submitted for first Representment H2 - Hold - Awaiting 2nd Representment Items on HOLD prior to 2nd Representment A2 - Awaiting 2nd Representment Items to be processed for second Representment after 4:15pm EST today 2P - 2nd Representment Items processed and submitted for second Representment S - Settled Items that have been collected F - Fatal Items that could not be collected after 2nd Representment U - Ineligible Items that are uncollectable or ineligible for further electronic collections CC - Collected by Center Items where funds were collected onside by the center DP - Deposits Pending All checks ready to be deposited to clients account DS - Deposits Settled Deposits that have settled today 57

58 Notifications The following folks will receive s for U and F status transactions Only for their specific school Except for the TPD@phoenixchildrensacademy address which gets all schools Kristina Sword happyvalley@phoenixchildrensacademy.com Desra McComas- 226 surprise@phoenixchildrensacademy.com Taylor Emerson lacey@phoenixchildrensacademy.com Staci Patterson spatterson@phoenixchildrensacademy.com Suzie Aguirre rocklin@phoenixchildrensacademy.com Jody Polum dupont@phoenixchildrensacademy.com tpd@phoenixchildrensacademy.com 58