howto: Key Attendance Sheets 


Select the appropriate Reporting Year, Month, Program, and Vendor/Site.
Note that several Attendance Months for the same child may be grouped under the same Reporting Month.
Select and key each Attendance Month listed.
Key all Attendance Sheets.
Update 'Absence Extension Date' realtime by pressing the function key.

Workers use the “Key Attendance Sheets” program to update the Day Care Attendance DCATD record with attendance data returned by the day care vendor. Unkeyed attendance months will appear on the Calculate edit report and will reappear on the next month.

Selection
Worker specifies DC Vendor/Site Number, Reporting Month/Year, and DC Program.
Presents children for keying in alpha sequence by Last Name, First Name.
Same sequence as the Attendance Sheet.


The ‘Default’ Array

The Service Units which the program expects the Vendor to report.
Based upon Service Unit Authorized and Calendar.
Translates less than full day Service Units to (F)ull-day units on non-school days.


The ‘Reported’ Array 



The ‘Revised’ Array

The Service Units actually reported by the Vendor.
DC Worker may override the Service Units.
If necessary, alter Service Units and update in the Revised array.
If no revisions are necessary, the Reported and Revised arrays are identical. 
"Calculate Vendor Payment" pays from Revised array.


Validation

Validates SU reported against Service Units Authorized and Calendar.
For SCHOOL DAYS, SU may be for level of care less than or equal to SU authorized.
In other words, uses reported SU unless F/PT Code authorizes less time.
For NON-SCHOOL DAYS, authority defaults automatically to Full-time.
Highlights SUs being revised; permit overriding; update with F13=Update.
Updates 'Excused Absences', 'UnExcused Absences', 'Holidays Taken'.
Stores Worker who overrides.


Absences

"Calculate Vendor Payment" pays for 'A' Service Units.
It does not pay for 'U' Service Units.
'A' units are excused absences.
'U' units are UNexcused absences.
Validation routine revises 'A' days to 'U' days if it determines the absence is unexcused.
What is an UNexcused absence?
'A' days greater than 10 per month per vendor are automatically Unexcused.
6th thru 10th 'A' days are Unexcused if 'Date of Absence Extension' in DCENR is not in same month as Reporting
Month/Year.
1st thru 5th 'A' days per month per vendor are always Excused.
Changes any unexcused 'A' day in the Reported array to a 'U' day in the Revised array. 
Updates 'Excused Absences' (ABSM) with count of 'A' days.
Updates 'Unexcused Absences' (ABSU) with count of 'U' days.


Holidays

"Calculate Vendor Payment" pays for 'H' Service Units.
'H' units are holidays.
It does not pay for more 'H' days per fiscal year than are defined in the Vendor Calendar.
User defines Vendor Calendars via a program available on menu 48.
Validation routine revises 'H' days to 'X' days if the Vendor Calendar does not define the day as a holiday.
Changes any disallowed 'H' day in the Reported array to 'X' day in the Revised array. 


Valid Service Units

Listed on the Attendance Sheet.

. F Full-time Day Care
Q 3/4-day Day Care
P Half-day Day Care
1 Full-time Day Care and Transportation
2 3/4-time Day Care and Transportation
3 Half-time Day Care and Transportation

A Enrolled but Absent
H Holiday -- DCV Closed with pay
C DCV Closed w/o pay
T Transportation Only

U Unexcused Absence
X No-pay day
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Registration Fee Due

User may key "Annual Registration Fee" amount.
User may key "Initial Enrollment Registration Fee?" amount.
Does not allow both in same month.
Does not allow Annual Registration Fee if 'M/Y Annual Registration' if LT 12 months.


Parent Fee

Programs may require Co-payments.
If 'Co-payment Required?' in DCENR = 'Y', prompt/answer 'Co-payment Paid?' Y/N.

13-Year Old Warning
Provides warning if child is 13 years or older.
Warning can be overriden.


Pay only if pre-printed on Attendance Sheet

The Attendance Sheets should be the basis for paying a vendor.


Change Controls function

The F20=Change Controls function allows a worker to change -- one attendance month at a time -- the enrollment parameters in
effect at the time the attendance sheet was printed. These data include the care and transportation Service Unit authorizations and
Co-payment flag. These parameters control both attendance sheet printing and entry.

To use this new option, place your cursor on the line for the record you need to change and press F20.

• This option is used to correct prior months only, it does NOT change the enrollment itself. A change to the
enrollment will affect future attendance sheets only, not prior ones.

• You will be presented with a screen for the child and month your cursor was on when you pressed F20. To change
controls, enter the correct information and press F13=Update.

• You may also scroll forward and backward for the child by using F9=Prior and F10=Next.


Building Default Service Units from 'SU Auth' stored in ATD

The system build the defaults from the Service Unit Authorized field in attendance record for a given month.


Indicating that ATD updated in the current Reporting Month

An ATD whose eligibility mask has changed will have attendance data keyed from a prior month but still needs to be updated for the current Reporting Month. Assuming we have some way to know whether the ATD has been updated, the Error List uses this message when the record has not been updated.


Replicate function on "Key Attendance Sheets"

This new function replicates the attendance line on the Key Attendance Sheets screen into another enrollment. Prior to replicating the attendance line item, the 'TO' application and enrollment must already be set up. The function validates that the 'TO' application has been properly prepared and does not replicate the attendance line if it has not. More than one attendance line can be replicated but the validation will not replicate a line if the receiving 'TO' application and enrollment does not exist -- this means that it may be counter-productive for a user to select attendance lines that involve more than one child.

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DC1000-2 Key Attendance Sheets 5/29/97 
SELECT Reporting Period 1995 8 10:00:12 

Program....... SS State Subsidy - Non FSA 
Vendor/Site... 100 00 LITTLE WIGGLES DAY CARE

Options: X=Maintain, R=Replicate 1 2 3 Trans Maint 
__SU___Name______________________1234567890123456789012345678901_1w_2w___Date__
R X Daulton, Darren 8/95 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 4/10/97
R F Harrison, Henry Lee 8/95 FFFFXXFFFFFXXFFFFFXXFFFFFXXFFFF 4/10/97

...
Bottom
Enter F6=Add Enrollment F12=Previous F20=Change Controls 
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DC1000-2 Key Attendance Sheets 5/29/97 
SELECT Reporting Period 1995 8 10:00:12 

Program....... SS State Subsidy - Non FSA 
Vendor/Site... 100 00 LITTLE WIGGLES DAY CARE 

Options: X=Maintain, R=Replicate 1 2 3 Trans Maint 
__SU___Name______________________1234567890123456789012345678901_1w_2w___Date__
R X Daulton, Darren 8/95 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 4/10/97
R F Harrison, Henry Lee 8/95 FFFFXXFFFFFXXFFFFFXXFFFFFXXFFFF 4/10/97

$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
$ Replicate Attendance $
$ TO: Application Number _______ $
$ Service Code _____ 123456789012345678901234567890 $
$ Reporting Month/Year __ ____ $
$ $
$ $
$ $
$ $
$ Enter F12=Previous $
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
Enter F6=Add Enrollment F12=Previous F20=Change Controls 

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