howto: Print Attendance Sheets 


Run "Print Attendance Sheet" to print ‘original’ attendance sheets.
Select 'Revise Original=N'.
Do not run with 'Revise Original= Y' unless you thoroughly understand the ramifications.
That is, 'Revise Original=Y' prints attendance sheets with the then current Enrollments.
Reprinting reproduces sheets that were printed on the ‘original’ or the last ‘revised’ run.

The hard-copy attendance sheet lists all children in order by Last Name and First Name who are enrolled with vendor for that month. It shows a code for the Service Unit authorized for that enrollment -- that is, a ‘F’ will appear next to child who is authorized for full day care.

The Service Unit codes used by the system are: (F)ull, (Q)3/4-time, (P)half-time, (S)chool Age


“Print Attendance Sheets”

The “Print Attendance Sheets” program prints the attendance sheets. There is one Attendance Sheet document per Vendor/Site per Program per Reporting Month specified. There is an attendance line for the Reporting Month plus a line for each attendance month in which the Eligibility Dates changed from the prior month – that is, if the eligibility changes in a given attendance month, the program prints the a line for the month on the attendance sheet and will show any attendance days keyed in prior months.

‘Original or Reprint?’
Attendance Sheet is marked 'ORIGINAL' if this is the first printing in Reporting Month.
Marked 'REPRINT' if this printing is other than original.

‘Attendance Month’.
The month in which a Vendor provided care.

‘Reporting Month’.
Grouping of Attendance Months for Calculating and Attendance Sheet purposes.

‘Revise Original?’
Option lets user revise the Attendance Month data to reflect current values from Enrollment screen. Warning -- it revises all
children currently enrolled with the Vendor.


Attendance Sheet Format

11" x 8.5" landscape orientation.
Day Care Vendor writes the 1-character attendance code in the space/box.
Space/box is big enough to accept a hand-written code.
The paired dashes indicate days in the Calendar that are No-Pay days -- typically week-ends.
Transportation columns (#1/#2) print if the Program permits transportation fees.
Days in which child is not eligible are marked with 'NE' code.

. -- -- -- -- -- -- -- -- -- -- -- -- -- --
| 1| 2| 3| 4| 5| 6| 7| 8| 9|10|11|12|#1|#2|
-- -- -- -- -- -- -- -- -- -- -- -- -- --
BROWN, THOMAS | | | |--|--| |NE|NE|NE|NE|--|--| | |
-- -- -- -- -- -- -- -- -- -- -- -- -- --
.


Printer Window

Provides standard Printer Window to assign output to Printer ID, Hold?, Save?, and copies.


Vendor Pay?

Attendance Months in which the Vendor Pay flag is 'N'.
These are Direct Pay enrollments.


Days Not Eligible

"Print Attendance Sheet" marks days before and after eligibility period with the 'NE' code.
Does same for days past 'Termination Date' (new). 


Add calculation/reporting fields to DCATD 

One of the problems addressed by the system is that values for data that drive payment calculation and reimbursement reporting can change after an attendance month (ATD) record is created. The system supports ways to know the values of these data fields when the ATD was created. For example, 'Vendor Pay' may be 'Y' when the Attendance Sheets were run but later the enrollment record shows 'N'.

The system solves the problem by adding data fields to the ATD record in which to put the values when the ATD was created -- or revised.

These fields drive payment calculation and reimbursement reporting. Rather than referring to the enrollment record (ENR) record, which may have changed after the ATD was created, "Calculate Vendor Payment" and "Key Attendance Sheets" use values in these fields to perform their functions. In this way the system can calculate directly from the values in the ATD record and not have to refer to the ENR record. 

The Enrollment (ENR) record contains the current values of the data fields. It is the source for values when the ATD is created for the new Reporting Month.

The ATD fields which drive the payment and reimbursement reporting are:

Dc Shift Enrollment Category
Foster Care Reason Level Of Assist
Date Regist Fee Paid Reg Fee Amt Paid
Date Sn Supp Paid Sn Supp Amt Paid
Direct Pay? Co-pay Req"d
Svc Unit Auth Trans Auth 1-way/2-way
Last Registration Mmyy Date Absence Extension


Carrying forward UNkeyed/updated ATDs to next Reporting Month

Unkeyed attendance months show on the next month's attendance sheets. An unkeyed attendance record is any record which has not been updated in the current Reporting Month.