Users with the security level "Administrator - Total Access" have the ability to create NACCRRAware configurations, including which fields are visible on data entry screens, field defaults and users. In addition, this level has access to configure and initialize the Internet Mask Module. The Administration menu item is hidden from all other user levels.
There are eight areas within the Administration category. Five of these areas, General, Provider, Client, Community and Referrals, comprise the configurations of the Data Entry screens. Fields in the General administration area are shared by the provider, client and community databases. The fields in the General administration area comprise many of those used in the Quick Search function, a search function directly accessed from the client Referrals screen, matching certain data in the client and provider records or the client and community records. See Client Data Entry for directions on using the Quick Search function.
The following information provides general directions for using the General, Provider, Client, Community, and Referrals screens. Following the general information are specific details related to the each of the five areas.
When a configurable field is not being used by an agency, the administrator should consider hiding that field. Fields which are hidden are not displayed on the data entry screens, so data cannot be entered in these fields. Hidden fields are also removed from the field selection screens found in Custom Search, Reports, and other areas. To see eligible fields, click on the <Visibility> button on the left screen menu. To hide a field, click in the checkbox next to the field name. The visibility area must be saved separately from the rest of administration areas. Once all desired fields are hidden, click <SAVE>. To unhide a field previously hidden, click in the checkbox next to the field name to remove the check. Click <SAVE>.
Configurable fields can be used to store lists of options on which R&Rs may want to collect data. There are several different types of configurable fields:
Fully Configurable fields: these fields can have both the field name and the field values configured by the local R&Rs. An example of a fully configurable field is Local One.
Partially Configurable fields: There are two types of partially configurable fields. Some fields can have the field values changed, but not the field name (e.g., Elementary Schools, Environment). Others have one or more field values that cannot be changed (e.g., English will always be the first Language in the Languages field), but the remaining values can be configured. If a field name is configurable, the administrator can change the value in the text box. If the field name is not configurable, the field name is listed but is not within a text box. In some cases, such as [Type of Care], only parts of the values' names can be changed. For [Type of Care] you must keep "(FCC)" or "(CCC)" but can change any of the text following that for those values. See the highlighted text below to understand which text can be changed.
Error guidance will help you know which field values you can and cannot change and how.
So, to have a list of values per your list below I'd recommend using a mix of both the standard values and custom values or having them all be custom values that start with either (CCC) or (FCC). I've created a key below as an example assuming these are all the values you need to use, but you can change this. Make sure to inform your teammates who will be entering data that these are the values they should use to categorize types of care.
Non-configurable fields: there are a limited number of drop down fields (6) in NACCRRAware which cannot be configured by the local R&R (e.g., Client Status and Regulation/Licensed.) Generally, these fields are NACCRRA Standard Data Fields.
Each configurable field is identified by its field type and field number. To view this information, click on the underlined field name to open that field's administration screen. Field type and Field # is listed at the top. There are several different configurable field types:
- Check box: This field allows users to select multiple values. Each value has a check box next to it on the data entry screen.
- Text field: This field allows users to enter text into a text box. The administrator can configure the label next to that text box.
- Date field: This field allows users to enter dates only in the format mm/dd/yyyy. The administrator can configure the label next to the date.
- Drop down list: This field allows users to select one value only from a list of values.
- Pick List: The field allows users to select multiple values using the <Ctrl> or <Shift> keys. To select individual values, hold down the <Ctrl> key while clicking each value. To select a range of values, click on the first value in the range, hold down the <Shift> key, then click the last value in the range. This selects the first value, the last value, and all those between.
To change a Configurable Field:
- Click on the underlined Field Name.
- On the next page, type the desired field name value, if applicable.
- If the field is a configurable check box, drop down, or pick list field, type the desired field values, one in each box.
- Most configurable list fields have the option to alphabetize the field values; simply press the <Alphabetize> button when configuration is complete. Alphabetizing a field will not change the data previously entered, just the order of the data.
- Click <Save> when configuring and alphabetizing (if applicable) is complete.
- To configure fields with multiple pages of values, such as Elementary Schools, click <Show Next>.
- When adding a large number of items in a field, it is recommended to save the data periodically by clicking <Save> rather than waiting until all pages are completely configured.
- After returning to the Administration page, the newly configured options will appear, however they may not appear on the Data Entry screens for users until they log out and back into NACCRRAware.
- Fields with more than 51 values will have multiple pages where the values have been entered (such as Elementary Schools and Employer) and can be alphabetized using the <Alphabetize> button that appears under the field name after saving the values and returning to the Administration page.
NOTE: Configurable field labels must all have unique names and within a configurable field, the separate user-configurable field values cannot be duplicated. An error message will appear if two configurable field names or values are saved with the same name, but the error message does not appear until after clicking <Save>. At that point, if a duplicate exists, all of the values revert back to the originals and any that were added/changed will be lost. It is best to avoid entering duplicates from the beginning and to review large tables for duplicates before clicking <Save>.
Warning: If a field value is changed after data has been entered, data for the previous field value will be inaccessible. In order to correct a spelling error in a field value without "losing" data, users must move the data from the value with the old spelling to the one with the new spelling, then delete the old value. For assistance, see the Help screen on Search and Replace or contact NACCRRA Data Services Help Desk. Changing a configurable field name, though, has no effect on the data in that field.
The General Administration page contains configurations for all fields that are shared by multiple databases. Most of these fields are shared by client and provider and can be used in the Quick Search process. Before reading this section, be sure to read above for information on Hidden Fields and Configurable Fields.
One field that has different properties than any others is Quality Rating. This field consists of ten (10) configurable values that are entered in order from lowest rating (1) to highest (10). It's important to list the ratings in this order because the order of the field is used to sort the providers in the Internet Mask search results. If "Sort by Quality Rating" is chosen, providers are listed with the highest rated providers at the top of the list. All 10 values do NOT need to be configured, but do not leave an empty value between two existing values. Leave empty values at the end of the list.
Images can also be attached to each rating level and will be visible in the Internet Mask search results screens. To attach images, click <Click Here to Upload Quality Rating Images>. A new window will open ("Quality Rating Images Upload Window") containing a browse function, a list of any previously uploaded images, and any images that have already been saved to a rating. Browse for the image file and click <Upload Image>. The image should now be listed on the drop down list of available images for each Rating # (in the "Quality Rating Image File Name" column). Select the image file name for each rating. As you select the file name, a new window will open showing the image that will be attached to that rating; close the preview window after confirming the correct image. When all configured rating levels have an image selected for them, click <Save Quality Rating Images> and the windows will close.
To view or change an image saved to a quality rating, click the Quality Rating field name again on the General administration screen. Click <Click Here to Upload Quality Rating Images>. The images currently saved for each rating level are listed under "View Uploaded Quality Rating Images". Click the link for each image in the Image Name column to view the image. To replace the image, browse for the new image and upload it, then select it as the new image for that rating. To delete an uploaded image, select the image and click <Delete>.
City and County
The City and County fields are shared by client, provider and community records and also the Internet Mask Module/Online Referral Module and Online Provider Services. These lists are intended to help standardize data entry for city and county. Agencies do not need to list all cities or counties they may serve, just those served most frequently and/or those that tend to be misspelled. "Other" is a value built into each list so there is no reason for the administrator to add it.
General Local Six
General Local Six is a field shared by client and community and can be configured for community referral searches.
Setting System Defaults
Click <Defaults> in the left menu on the General administration screen to enter default values desired for the following fields:
- Zip/Postal Code
- Area Code
- Printer Lines Per Page
- Records per Page
The Printer Lines per Page default may need to be set up for printing. Enter the number of lines per page that the printer typically prints when using the font used by NACCRRAware. A typical setting for a laser printer or an ink jet printer will be 85 lines. The number of lines enables page breaks between pages when printing from the browser.
The Records per Page default indicates the maximum number of records to load on a page in data entry searches and in the Delete and Restore functions. By limiting the number of records per page, results screens will load more quickly. Choose the default number, between 50 and 500 records per page.
To save the Defaults, click <Save> at the bottom.
Default country selections are United States (US) and Canada (CA). To add additional options to the Country drop down list for provider, client and community records, select each and click <Save> at the bottom.
Provider Administration is the area to configure all provider fields, except those shared with the Client as listed above under General Administration. See above for information on hiding and configuring fields.
The Age Group tables (Rates and Population Info) are configured in Provider Administration. In the Age Group table, the Age Group field on the left is a NACCRRA standard data field. To the right of this field is the Age Range field. The Age Range field is where the local R&R defines the broad Age Group field. The R&R defines the age range for Infant 1 Age Group, the age range for Infant 2 Age Group, continuing through School Age 2 Age Group. It is important for the R&R to keep in mind the NACCRRA standard fields on the left and not choose an age range that does not match the broader Age Group definition. For instance, if a R&R would like 3 school age ranges and decides to define the Preschool 2 Age Range for a school age range, NACCRRA will include the data in a preschool analysis, because that is where the data is entered. Unneeded age range groups can be hidden under Visibility.
To configure the Age Range field, click on the appropriate Age Group field. Type the desired Age Range definition in the box below Current Values. Once the values are typed, click <SAVE> to save the changes to the Age Range field.
Changing an age group's definition does not affect any of the data associated with that age group. For example, changing Infant One Age Group from "0-51 weeks" to "0-11 months" does not require Search/Replace to make the change.
Client Administration is the area to configure all Client fields, except those shared with the Provider as listed above under General Administration. See above for information on hiding and configuring fields.
Community Administration is the area to configure all Community fields. See above information on hiding and configuring fields.
Agency Administration contains basic information on the Agency accessing NACCRA Data Services which is used for licensing and billing purposes, and can also be added to custom reports to use in mail merge documents, etc. In addition, the Agency Administration screen includes a field in which a Disclaimer can be configured that will be printed on referral printouts. When the administrator chooses Agency Administration, NACCRRAware opens the User Management application to the Agency Data Update form.
Review each field on the Agency Update Form:
Agency ID*: The ID number assigned by NACCRRA. The first two digits of the Agency ID represent the state in which the agency is located. If a change is needed for this field, please contact the NDS Help Desk.
Organization Name*: The Organization name is the name of the organization or administrative home that houses your Child Care Resource and Referral (CCR&R) program.
Program Name*: The Program name is the name of your Program within your Organization. It may be the same as the Organization Name. It is needed to ensure that we link your CCR&R program to your Organization, especially if they have two different names.
Employer Id Number*: The Employer ID Number is the Federal Tax Identification Number. This number is a licensing requirement and is needed to ensure that we connect your information to the correct Organization. Your accounting department should be able to provide this.
Number of Offices*: Please enter the total number of offices or sites that provide Child Care Resource and Referral services for your Organization. These offices operate under the same Employer ID Number as part of your Organization. Please do not count any offices or sites that have a separate Employer ID Number.
For Internal (CCR&R) Use Only
Member Id: The Member ID is the unique NACCRRA Membership number that is assigned to each agency by NACCRRA. Each organization with a unique Employer ID Number accessing NDS should have its own Membership ID number.
Verified Date: Enter the date the Agency Update Form was reviewed, modified, and/or verified.
Verified By: Select the agency user that reviewed, modified, and/or verified the Agency Update Form by clicking Set Person. Search for the user and click <Select Person>.
Verified Notes: Add any additional notes regarding the review, modification, and/or verification of the Agency Update Form.
Agency Location Address
Address fields marked as required are needed to geocode the CCR&R Program address which is used to match CCR&R Programs to new Trainer and Trainee records created from the online TTAM portal.
Street 1*: Enter the location address of CCR&R Program.
Street 2: Enter additional address information, if necessary, such as Suite, Floor, etc.
City*: Enter the city of CCR&R Program.
County: Enter the county where the CCR&R Program is located.
State*: Select the state where the CCR&R Program is located.
Zip Code*: Enter the zip code or postal code of the CCR&R Program.
Country Code*: Select the country where the CCR&R Program is located.
Agency Contact Information
Phone*: Enter the primary area code, phone number and extension for the CCR&R Program.
Fax: Enter the primary fax number, including area code for the CCR&R Program.
Email*: Enter the email address for the primary CCR&R program contact person.
Website: Enter the website URL of the CCR&R Program.
Agency Referral Information
Referral Phone: Enter the area code, phone number and extension that is used for referrals.
Referral E-Mail: Enter the e-mail address used when sending referrals to families from the CCR&R Program.
Referral Disclaimer Text: The disclaimer will print on the bottom of each page of provider summary or provider profile printed. The disclaimer can be formatted with HTML tags to create paragraphs and stylized fonts (such as bold and italicized, larger or smaller, different colors, etc.).
NDS Contact Person Information
Name* (first and last fields): Enter information for the primary contact person for matters related to NACCRRA Data Services (NDS).
Email*: Enter the email address for the primary contact person listed.
If all required fields (indicated with an asterisk) are completed accurately, select "I hereby confirm the Agency information is true and correct.", enter the password used with your user name, and click <Confirm>. If information is missing or needs to be updated, select "I need to make correction to the above information." and click <Update>.
If any the required information is blank you will not be able to update the form. You are able to skip the form for 15 days but after 15 days will be required to complete it before login authorization is given.
After any necessary changes are complete, select "I hereby confirm the Agency information is true and correct.", enter the password used with your user name and click <Confirm>.
The Referrals Administration screen allows the Administrator to set up selected defaults for the provider and community Quick Search features, service request tracking, and the referral Profile and Summary reports printed or emailed from the system. Each area (provider and community) is configured separately and is presented on two (2) separate tabs.
Search Default Configuration
There are twenty (20) fields which may be selected for the provider Quick Search and ten (10) for the community Quick Search. Place check marks in the field(s) desired as the default each time a user begins a quick search. Click <SAVE> once the default fields are chosen. These values may be modified during the referral process if needed without affecting these defaults.
Service Request Tracking
Service Request Tracking can be turned on to allow agencies to capture the search criteria being used by referral counselors each time the "Find Providers" or "Find Communities" buttons are clicked. Administrators will need to select Automatic Tracking (the referral counselor does not need to do anything) or Manual Tracking (the referral counselor will need to select the option to track each time) and up to five (5) fields to track when turning on this feature. In addition, administrators can choose to allow referral counselors to override the tracking if set to automatic on a case-by-case basis. Overriding may be desired for referral searches that require multiple searches before making referrals (such as special needs or non-traditional hour searches).
Profile Default Configuration: There are six (6) areas in the Provider Profile Report and two (2) for the Community Profile Report that can be configured. Enter the selections desired for each Profile printout and click <SAVE>. These values may be changed during the referral process if needed without affecting these defaults. See Client Data Entry Referral Printouts for additional information.
Summaries Default Configuration: There are seven (7) areas in the Summaries Default Configuration which can be configured for the Provider Summary Report and three (3) for the Community Summary Report. Enter the selections desired for each Summary Report and click <SAVE>. These values may be changed during the referral process if needed without affecting these defaults. See Client Data Entry Referral Printouts for additional information.
Email Settings Default Configuration: Emails that are generated automatically from the client Referrals screens (provider referrals and community referrals) can be customized by the agency administrator. A default message can be added (for example, the agency name, address, phone, website, hours, etc.) and standard consumer education documents attached automatically (for example, Choosing Quality Child Care). Documents attached automatically cannot be removed by the referral counselor so should be applicable for all families receiving referrals.
- Default Message Text: Enter text that will be appended to the NACCRRA default header message when sending email referrals to clients. HTML tags can be included.
- Default Attachments: Upload documents that are attached by default when sending email referrals to clients. Documents that are used as email attachments are limited to 2MB in size each, with no more than 10MB total for all attachments.
- Attachments Upload Utility: To upload attachments to the NACCRRAware server, click Browse to navigate to the location of the desired document. When the document has been located and shows correctly in the box named Attachment File Name, click Upload. The document will now appear in the table below named Uploaded Attachments.
- Uploaded Attachments: Documents that have been uploaded appear in the table in this section and each is attached automatically to all email messages sent to clients. To remove an uploaded document from the list, click the box to the left of the desired document then click <Delete>.
Logo / Header: The Logo/Header page includes the configuration settings to upload an image (logo) file, include header text and display a map of the provider location.
- Upload Image: Image uploaded will be displayed at the top of each page of the Profile and Summary Report above the Client name. Once an image file has been uploaded on the Logo/Header page, it will be displayed at the top of the page based on how it will appear on the Profile/Summary Report. Select 'Browse' to select the image file to uploaded. Select 'Delete Image' to remove the currently uploaded image. File size is limited to 1MB and should be JPG, PNG, JPEG, or GIF format.
- Header Text: Header Text entered will be displayed at the top of each page under Client Name.To remove the header text that has been saved in the system, remove the text from the box and select 'Submit' to save changes.
- Provider Map: Select the 'Include Google Map in Provider Profile - Print Profiles' Checkbox to activate the mapping feature. The map is only included in the "Profile" and does not appear on the "Summary Report". Mapped locatoin represents the Provider's Location Address if 'Geocoded' in the record. To inactivate the mapping feature, unselect the checkbox and select 'Submit' to save changes.