AU2011101384A4 - System and Method for Collection and Management of Data - Google Patents

Abstract

A system for the collection and management of data relating to a plurality of child care facilities including: a central server coupled to the child care facilities, the central server adapted to: receive from each child care facility data on the operational status of the child care facility including information on each child in attendance each child being associated with a parent/guardian registered with the system; forward the information on each child to a central agency at a predetermined time interval; receiving from the central agency information relating to the child's eligibility for a rebate; calculate total fees payable for each child based on the child's eligibility for rebate; advise the parent/guardian of each child the total fees payable and receiving remittance advice from the parent/guardian and initiate a financial transaction between the parent/guardian and the relevant childcare facility to effect remittance of the fees payable; generate a plurality of reports relating to the operational status of each child care facility based on the received data; provide in response to a request from one or more end users a selection of the plurality of reports wherein the selection of reports available to said end users is based on information contained in a user profile associated with the particular end user. Parent -- FAO R eg isters fo r C CB- AdvisesCR N's Parent E n rols child vwth SP6 Service Provider DEEWR Advises en rolment Advises Enrol ID Chifd Attends SP 606 608 Service Provider > DEEWR Advises attendances ( - - Advises Attend ID and CCB payment Service Provider Alocates CCB and 609 bills for giap fees weekly Fig 6

Description

1 TITLE System and Method for Collection and Management of Data BACKGROUND OF THE INVENTION 5 Field of the Invention The present invention relates in general to a system and method for the collection and management of data. In particular although not exclusively the present invention relates to systems and method for the collection and 10 management of data associated with child care facilities. Discussion of the Background Art Traditionally the collection of data within the child care industry has 15 predominantly been performed utilising paper based systems wherein information relating to a particular child is gathered using enrolment or application forms. This process is both time consuming and does not ensure that the most relevant information regarding a child is captured. 20 More recently the industry has seen the introduction of a number of data management suites to record various details associated with a child attending the centre. In most cases these systems require staff to input data into the system and the management suite. Again there is the potential for a mismatch between the data on the system and the actual particulars for the child. 25 In addition the above systems rely on staff physically noting the attendance of children and other staff in order to allocate resources to ensure the appropriate staff to child ratio is maintained throughout the facility. The collection of proper attendance data is also of interest to parents and 30 guardians as it can affect the level of childcare rebate to which they are entitled. Another factor that the current systems for management of such facilities do not often take into account is government regulations relating to the operation 2 of the childcare centre. For example current regulations require a set number of staff for a given number of children, thus it is important to maintain proper daily attendance records for both staff and children. In cases where the centre is part of a corporate group/cluster it is possible to reallocate staff 5 between the centres to ensure proper staffing levels are maintained in order to ensure that centre or centre operator maintains their accreditation. However this can only be done effectively if accurate records on the attendance of both children and staff are kept. 10 In addition to ensuring that accurate attendance records are kept there is a need for the relevant owners of the centres/facilities to manage key drivers such as occupancy, wages, invoicing, collecting of government subsidies, collection of parent/guardian debts and then recording and distributing statements to the parents/guardians. At present most management suites 15 offer limited reporting functions and in many instances multiple suites are required to produce the desired reporting. In some cases these management suites require dedicated staff with the appropriate training to utilise the suite adding to centre and staff overheads. 20 As most systems tend to rely on paper based paradigms they have remained resistant to the digital revolution, as such most management suites provided limited or no communications facilities. There are instances where centres need to communicate with or broadcast information with parent/guardians and staff associated with the centre. Such communications can range from health 25 warnings, holiday closures, and activity days through to the distribution of invoices and statements. Under current systems the ability to communicate effectively and on mass via digital means is exceedingly limited. Clearly it would be advantageous to provide an end-to-end management 30 system to administer regulatory and compliance related issues with respect to managing a centre or group of centres. It would also be advantageous to provide a system that simplifies operations whilst delivering upon regulatory and compliance issues given the nature and skill level of end users. It would also be advantageous to provide a system which seamlessly records child 3 attendances through to occupancy, wages, invoicing, collecting of government subsidies, collection of parent/guardian debts and then recording and distributing statements to the parents/guardians. 5 SUMMARY OF THE INVENTION Disclosure of the Invention Accordingly in one aspect of the present invention there is provided a system for the collection and management of data relating to one or more child care 10 facilities the system including: a central server coupled to the one or more child care facilities the central server adapted to: receive from each child care facility data on the operational status of the child care facility including information on each child in 15 attendance each child being associated with a parent/guardian registered with the system; forward the information on each child to a central agency at a predetermined time interval; receiving from the central agency information relating to the 20 child's eligibility for a rebate; calculate total fees payable for each child based on the child's eligibility for rebate; advise the parent/guardian of each child the total fees payable and receiving remittance advice from the parent/guardian and initiate a 25 financial transaction between the parent/guardian and the relevant child care facility to effect remittance of the fees payable; generate a plurality of reports relating to the operational status of each child care facility based on the received data; provide in response to a request from one or more end users a 30 selection of the plurality of reports wherein the selection of reports available to said end users is based on information contained in a user profile associated with the particular end user.

4 The data on the facilities operational status may include information on current staff attendance, current number of children in attendance, allocation of staff to specific rooms within the centre and a listing of the children in their care. The information on the child may include medical information on the child 5 such as known allergies, vaccination status, special dietary or physical requirement (i.e. occupational/physical therapies etc), emergency contact information for parent/guardian or doctor. Preferably the information sent to the central agency on each child includes 10 an enrolment ID and a record of their attendance with the childcare facility and wherein the information is forwarded to the central agency on a weekly, fortnightly and/or monthly basis. The record of the child attendance at the facility may be captured via a variety of means such as the manual entry into the system of attendance rolls, or logging the child into the system by means 15 of a swipe card or electronic identifier associated with the child. Suitably the central agency is a government department. The reports generated by the system may include reports on each child's activities at the facility, parent/guardian account information, names and 20 address of each child and their associated parent/guardian, centre waiting list, enrolment reports, attendance summaries, staff attendances, current room vacancies. The system may be configured to allow the one or more end users to provide 25 supplemental data to the central server including observations on a child, messages relating to the current or future operation of a given facility, health and safety messages. In such cases the system may broadcast one or more messages to appropriate parties via a suitable communications channel including email, twitter, Facebook, SMS, MMS or other such suitable 30 communication media. Suitably the various end users including parent/guardians and the central agency are able to access information from the system via the use of a web portal or application installed on a computing device such as a mobile phone, 5 smart phone, laptop computer, table computer or the like. In such instance the central server is adapted to configure the user interface to provide information specific to each user based on the information contained in their user profile. 5 In another aspect of the present invention the system may provide a repository of ancillary and supporting materials related to the establishment, operations and maintenance of child care centres. These documents and resources may be made available via options provided to management level 10 users. This access to such content could be via a rich 'blog-style' interface/feature and/or integrated social media channels. The ancillary and supporting materials are could be uploaded and maintained by specialist staff members associated with the central reporting facility. 15 BRIEF DETAILS OF THE DRAWINGS In order that this invention may be more readily understood and put into practical effect, reference will now be made to the accompanying drawings, which illustrate preferred embodiments of the invention, and wherein: 20 FIG. 1 is a schematic diagram depicting one arrangement of a system for the collection and management of data according to one embodiment of the invention; FIG. 2 is a flow chart depicting a registration process for new users of 25 the system according to one embodiment of the invention; FIG. 3 is a flow chart depicting one or more functions available to a specific user category according to one embodiment of the invention; FIG. 4 is a flow chart depicting one or more functions available to a specific user category according to one embodiment of the invention; 30 FIG. 5 is a flow chart depicting one or more functions available to a specific user category according to one embodiment of the invention; FIG. 6 is a flow chart depicting the primary business process for payment of CCB according to one embodiment of the invention.

6 DESCRIPTION OF EMBODIMENTS OF THE INVENTION With reference to Fig 1 there is illustrated a system for the collection and management of data 100 according to one embodiment of the present 5 invention. In this particular example the system is configured for use in the management of childcare centres 101. As shown the various stakeholders such as centre management/staff 102, parents/guardians 103, government departments 104 are coupled to a central reporting facility 105. The reporting facility 105 in this instance provides the various stakeholders with access to 10 information regarding selected centres etc via a web-based interface. Utilising a web-based implementation, the system is able to provide new customers with immediate access. Likewise, the ability to continuously improve and upgrade the system is streamlined, with only the website needing to be changed to effect an upgrade for all users. 15 Fig 2 is a flow chart depicting the registration process for a new user or centre 200 according to one embodiment of the present invention. In order to access the system a new user is required to register, to commence registration the user selects the register now option 201 displayed on the system registration 20 screen. The system then requests the user to enter their particulars such as name, address (both postal and billing), contact details, fixed line phone, email, mobile phone etc 202. Once the user has entered their particulars the system then verifies that particulars are valid 203 this could be done in a variety of ways, for instance where the new user is a parent/guardian of a 25 child the system can simply match the user credentials with the parent/guardian records of a given centre etc or via accessing various third party databases 204. In the event that the system is unable to verify the users particulars the system advises the user 205 before returning to the main registration screen. In such cases the system may lock out access to the 30 registration screen to the user for a preset period. Once the user particulars are verified the system then creates a profile 206. The system then assigns the user to a particular user category based on the profile 207 before permitting access to the system. In the present case the 7 different stakeholders require access to different reporting and administrative functions. By assigning a particular user to a specific category based on their profile the system is able to manage access to various functions utilising a set of tailored interfaces for each user group. 5 Fig 3 depicts the operation of the reporting and administrative functions associated with users in the management class according to one embodiment of the present invention. On login 301 the system proceeds to determine the user category 302 to which the user is assigned. The system then presents a 10 user interface specific to the relevant user category in this case the user is presented with a main selection screen including a set of tabs associated with various functions. In the present example the user is presented with tabs relating to account preferences 303, facilities management 304, reports 305 and communications 306. Selection of the account preferences tab 303 15 enables the particular user to alter a number of attributes 307 associated with their user account such as password, contact settings, user details etc. To update the relevant details the user simply selects the desired option and amends the settings with the relevant fields 308. The updates are then saved 309 before the system returns to the main selection screen. 20 The facilities management tab 304 in this case enables the user to access various options associated with the administration of the centre/s under their management. For example on selecting the facilities management tab 304 the user may be presented with a number of menu options including 25 add/delete centre 310, add/delete staff 311, update session/fees 312. Selecting the add/delete centre option 310 provides the user with the option to add a new facility 313, remove details of a facility 315 and update facility details 314 of one or more facilities currently under the user's management. 30 If the user wishes to add a facility they simply select the add centre option 313 whereon they are presented with a series of fields 319 for entry of the necessary details of the new centre i.e. address, number of staff, operating hours etc. The relevant details are then saved 309 before the system returns to the main management screen. In the event the user selects the delete 8 centre option 315 they could be presented with a listing of facilities under their care. In order to remove the desired centre the user would simply click the on appropriate listing where they are then prompted to confirm the deletion 320. Alternatively the user could be provided with the option to search for the 5 desired listing within their portfolio of centres for removal. Once the deletion is confirmed 320 the listing of centres is updated and saved 309 before the system returns to the main facilities management screen. Selection of the update facility details 314 option like that of the delete 10 facilities 315 option could present the user with a listing of all facilities under their management or the option to search the listing of all facilities under their management. Once the user has selected the appropriate listing they are then presented with a number of fields relating to the chosen facility, which they are then able to edit 319. Once the relevant fields relating to the chosen facility 15 have been saved 309 the system returns to the main management screen. The functionality provided under the add/delete staff option 311 is similar to that provided under the add/delete centre option 310. Selection of the add/delete staff option 311 allows the user to add 316, remove 318 and 20 update 317 details relating to staff at various centres. If the user selects the add staff option 316 they are then prompted to enter the relevant details concerning the new staff member 319. Once the relevant information on the staff member has been entered and saved 309 the user could be presented with a listing of facilities under their care. The user is then able to select the 25 centre to which the new member of staff is to be assigned. Once the staff member has been assigned to the desired centre the details of the new staff member can be transferred directly to the designated centre. If the user selects the remove staff option 318 they could be presented with a 30 listing of all current staff under their management. The user could then select the relevant staff member to be removed. Alternatively the user could be presented with a search option to locate the relevant staff record for removal. Once the user has selected the relevant staff record for deletion they are requested to confirm the deletion 320 before the record is removed from the 9 system. The system may then send an update to the centre to which the staff member was assigned. If the user selects the update 317 option the user could be either presented 5 with a listing of all current staff members under their management or the option to search the listing of current staff members under their management. Once the user has selected the appropriate staff member record they are then presented with number of fields relating to the chosen staff member, which they are then able to edit 319. Once the relevant fields relating to the chosen 10 staff member have been updated the changes are then saved 309 before the system returns to the main facilities management screen. Selection of the reports tab 305 provides the user with a listing of available report types 321 for example the user could be presented with a listing of 15 reports including accounting, attendance, child, parent/guardian, enrolment, waiting lists etc. Once the user selects the desired report type they could then be presented with a listing of relevant centres, staff, children and guardians/parents (depending on the report type selected). Once the user has selected desired subjects for the report the system then presents the 20 requested report to the user 322. As part of the management features available to centre and group managers, owners and investors, the system may also provide under the reporting functions a selection of management reporting and graphing tools (KPI 25 module). The integrated nature of the database and various modules of the system, such as the CCMS module, the rostering and payroll module, the expenses feature (as described below) allows for the generation of reports not only at the centre level, but also across multiple centres or entire groups. Reports may be selected for any calendar period, and may be presented in 30 table format, or graphically (e.g. bar, pie or line graphs etc). Management often needs to be able to extract statistical financial details, such as figures related to occupancy rates (i.e. bookings per billable day), payroll costs (e.g. total full-time wage rate per hour or contract wage rate per 10 booking), details regarding controllable or other overheads (e.g. rent of premises, etc.). The KPI reporting module offers a full range of preset reports, as well as the ability to select specific revenue or expense elements to create individualised reports. 5 Being able to report and visualise data in an historical context is essential for record keeping and as part of corporate reporting. However being able to project the impact of changes in revenue or costs in the future is a powerful management tool typically only available in specialised standalone accounting 10 software. The KPI module of the system offers this functionality, and is integrated with a calendar and scheduling feature, which gives management users a powerful tool for predicting, controlling or reacting to future financial situations. 15 The system may also provide an export feature allowing all data held within the system to be saved to any number of popular file formats, for example, csv, rtf, etc. This allows the data to be easily imported into financial software such as Excel, MYOB, HR3, XERO etc. The export function allows the user to select a variety of export structures for the data; for example, the user may 20 select any combination of data fields to be included, and may also choose to perform a calculation or aggregation on the data prior to writing the export file. In other words, the user may select to total some data field values for a grouped selection of centres or across their entire group of centres. 25 The communications tab 306 in this instance enables the user to send bulletins and messages to various users i.e. staff, parents/guardians etc. On selection of the communications tab 306 the user could be presented with a listing of communication actions such as staff bulletin, general announcement, news flash etc 323. Once the user has selected the type of bulletin they wish 30 to send they are then presented with an input window to enter the message content 324. Once the message has been finalised the user may then be presented with a number of send options such as email, twitter, Facebook, SMS, MMS or other such suitable communication media 325 before the message is sent 326.

11 Fig 4 is a flow chart depicting the operation of the reporting and administrative functions associated with users in the staff user category. A user in this category has different requirements to that of a user in the management 5 category. On login 401 the system firstly determines the users category 402 before presenting the user with a number of tabs including for example roster 403, attendances 404, communications 405 and reports 406. Selecting the roster tab 403 provides the user with number of menu option 10 such as current staff attendances 407, time sheet 408, current roster 409. Selecting the current staff attendances option 407 the user is provided with a listing of all staff present at a given centre 410, the listing may also provide information regarding the assignment of each staff member. Providing such a listing enables a staff member to trade assignments etc by sending a request 15 to the relevant staff member requesting a change in shifts etc. In addition keeping daily records of staff attendance can be utilised to ensure that adequate staffing levels are maintained in accordance with government regulations. The time sheet option 408 in this instance displays to the user their current time sheet 411 along with current number of hours worked etc. 20 The current roster tab 409 provides the user with a listing 412 of their shifts and duties as assigned for a given day or week. The system may also provide a payroll module that is tied with both the rostering and centre management and accounting modules. Details of worked 25 rosters flow seamlessly through to a payroll data capture feature. The payroll information may be processed by centres as part of their accounting processes, or may be forwarded electronically to central reporting facility which may offer to the centres an outsourced payroll service. 30 The attendance tab 404 in this case provides the user with a listing of all children currently in attendance at the centre. The user may then be provided with a number of options to sort the listing of attendances. For example the user could be presented with the option to sort the list via room assignment 413, via staff member 414, special needs 415 etc. The system then displays 12 attendance list per the selected option 416. In the case where there are children in the centre having special needs or specific dietary requirements/allergens the system can send a message to the staff assigned to the child for that day advising them of the child's needs. This could be 5 provided via a message tab on the staff screen or by sending an SMS, email etc directly to the staff member. In such cases the system could be linked into the child's medical records via their doctor etc to obtain information on any know allergens, vaccination status etc. 10 The communications tab 405 in this instance provides centre staff with the ability to send messages within the centre as well as providing general updates to parents/guardians. On selections of the communications tab 405 the user could be presented with a listing of communication actions such as staff bulletin, general centre announcement, activities 417 etc. Once the user 15 has selected the type of bulletin thee wish to send, they are then presented with an input window to enter the message content 418. When the user has finalised their message they may then be presented with a number of send options 419 such as email, twitter, Facebook, SMS, MMS or other such suitable communication media before the message is sent 420. 20 Selection of the reports tab 406 provides the user with a listing of available report types 421 for example the user could be presented with a listing of reports including vacancy rate, parent/guardian, enrolment, waiting lists, accounting including statements/invoicing etc. Once the user has selected 25 the desired subject for the report the system then presents the requested report to the user 422. From time to time, childcare centres experience some difficulty with obtaining gap fee payments from some parent/guardians. More unfortunately, there are 30 isolated instances of irresponsible behaviour on the part of these parent/guardians, who will remove a child from attending a centre, leaving an unpaid account behind them, and enrolling their child at another centre, often within the same neighbourhood.

13 To assist child care centres in identifying such parent/guardians with poor credit history regarding their child care gap payments, the system offers a feature to centre managers to perform a shallow and child care payment specific credit reference enquiry. This feature does not perform a full credit 5 history enquiry, but simply allows centres to perform a credit search across the breadth of the entire system database, regardless of where a guardian may currently or previously have enrolled their child. This feature is only possible due to the centralised, though access controlled, database underlying the system. 10 This feature is further limited by the selective functionality, meaning that only when centre managers have flagged a parent/guardian for listing in the credit reference/debt monitoring function that the parent/guardian's details become available through the debt enquiry system. The option to remove a 15 parent/guardian from the listing is also available. Fig 5 depicts a number of functions that may be provided to parents/guardians according to one embodiment of the present invention. On login 501 the user's category is determined 502 in order to display the appropriate user 20 interface. In this case the user is provided with a number of tabs including for example account 505, announcements 503, and enrolments 504. Selecting the accounts tab 505 in this case provides the user with a summary of their account 514 including current fees due for their child or children, their eligibility for rebates, gap fees payable etc. The user may also be provided 25 with the option to attend to the payment of any outstanding fees 515 or to schedule payments 516. Selection of these options opens up the systems financial portal 517 to facilitate payments. The announcements tab 503 in this case is used to provide the user access to 30 a listing of announcements 506 from the centre or centres in which their children are enrolled. Provision of such information enables parents to make appropriate arrangements such as alternate care arrangements, meals, additional clothing etc. On selection of the announcements tab the user may be provided with the option to sort the messages by centre 507, by child 508 14 or by currency 509. The message list is then sorted according to the selection is then displayed to the user 510. The enrolments tab 504 provides parents/guardians with the opportunity to 5 review a listing of centres within their area currently taking enrolments 511 and any waiting lists for preferred centres 512. The user in this instance may also be provided with the option to flag 513 one or more centres as a preferred centre and receive an announcement when the preferred centres are taking enrolments or have a vacancy. 10 In each of the above discussed user scenarios a context sensitive help option is available to the user. When the user requires assistance with any screen or function of the system, the user may click a link, which opens a new window containing help information specific to the screen from which the Help was 15 requested. The help information may include: " Detailed description of the screen and the information to be entered or selected " Clear step by step instructions on how to use the screen or software 20 feature * Embedded tutorial and supplementary information videos e List of related help resources, such as Frequently Asked Questions (FAQ), or How To documents which describe the steps to achieving a business process which may involve accessing a series of screens or 25 functions of the software Every document of the help system includes a form which allows the user to quickly and easily submit a request for assistance (i.e. support ticket), or report a possible bug. This feature is further enhanced by providing a list of 30 the user's previously lodged support tickets or questions. This form provides a direct, context and user sensitive, communication channel between client users of the system and the technical support team.

15 Typically the management of support related issues (i.e. help functions) often requires the use of one or more individual software tools, such as a Support Ticket Management package, a Contact Management System, etc. A key innovation of the Help system of the present invention is the integration of the 5 Help Desk ticketing system. This allows the technical support team to access client account records without the necessity to refer to an external data source. There is no data duplication as the same client contact records, which are part of the access control system, are the client records available to support staff team. 10 In each of the above examples interaction with the system is facilitated via a web interface. More specifically the system interface is loaded and used form a single web page. As noted above there are a number of advantages to utilising a web based system such as streamlined upgrades etc. In addition 15 the use of a single web page interface provides further platform independence as virtually any device with Internet capabilities can access it. To enable the use of a single web page interface the applicant has developed an innovative framework. The framework in this case maps the elements of 20 the web page to data elements in the database. The systems technology stack also handles the requesting and updating of data for the client in the background as the client interacts with the web interface. This ensures that the application is loaded from a single web page and user is in the use of the application never has to load another page. In addition singular interface 25 provides a Windows like behaviour enabling a user to interact with the system in a similar manner to that of any desktop application. As noted above at present the Australian Government offers a rebate for parent/guardians who require the childcare due to employment or vocational 30 training. The Child Care Benefit (CCB) payments are intended to assist with the costs of placing children in care facilities while parents work or attend vocational training. The system of the present invention is able to assist with the management and settlement of CCB rebate claims. The management of the CCB rebates is shown in Fig 6.

16 Before a benefit may be claimed, the parents/guardians 601 are required to register themselves and their dependents for the CCB with the Family Assistance Office (FAO). After processing the request the FAO will provide 5 the parent/guardian of their Customer Reference Numbers (CRNs); one for themselves and one for each dependent they have registered 602. The guardian then enrols their child with a child care service provider for child care 603, and the service provider forwards that enrolment information 604 to 10 the Department of Education Employment and Workplace Relations (DEEWR) in accordance with the CCMS software provider software technical specification v1.40 as published by the Department of Education Employment and Workplace Relations at http://www.deewr.gov.au/Earlychildhood/ Programs/ChildCareforServices/Operation/Documents/SrvProvSoftwareTech 15 Spec.pdf which is herein incorporated by reference. The DEEWR then verifies with the Family Assistance Office the CRN of both the child and parent/guardian and then provides an Enrolment ID for each child enrolled 605. 20 The child then attends the centre 606 and details of the child's attendance are then captured via the system. The attendance records for a given child compiled by the system is then forward via a secure communications channel to DEEWR 607 at a predetermined time interval e.g. daily, weekly, fortnightly, monthly etc. For each attendance record received by DEEWR, the DEEWR 25 then verifies the enrolment ID and then sends back to the service provider with an attendance ID and details of CCB payments for that period 608. The service provider then allocates the CCB payment towards the guardian's account, and bills the guardian for the remaining gap fees 609. In the present case the payment and remittance of fees and CCB is handled 30 via the systems payment gateway removing the need for a "third party" (i.e. normally either party is required to effect the transaction via their banking institution). With the present system either party may make payments in real time. For example when a parent/guardian accesses the payment portal of 17 the system they are presented with a payment details screen where they are required to enter details of the payment to be made along with the manner in which they wish to make the payment i.e. credit card, direct debit etc. The payment portal then encrypts the payment information before sending it 5 to the payment gateway. The payment gateway forwards the transaction information to the payment processor used by the parent's/guardian's financial institution. In the case where payment is effected by direct debit the payment processor of the parent's/guardian's financial institution processes the payment and 10 deposits the approved funds into the centres nominated account (i.e. direct electronic funds transfer EFT between the nominated financial institutions). In the case where the payment is carried out via credit card the payment processor forwards the transaction information to the card association (e.g. Visa/MasterCard). The issuing financial institution then receives an 15 authorisation request and sends a response back to the payment processor with a response code. The response code not only indicates whether the payment was approved or declined, the response code also indicates the reason as to why the transaction failed (i.e. insufficient funds, or bank link not available). The response is on forwarded by the payment processor to the 20 payment gateway. The payment gateway receives the response, and relays the appropriate message via the payment portal to the parent/guardian making the payment. In addition to the payment portal the system may also provide an e-commerce module. The e-commerce module provides an electronic marketplace allowing 25 child care service providers to search for and peruse product offerings, and purchase goods and services for use within their centres. This module also allows manufacturers and suppliers of childcare products to promote and retail their goods and services directly to their customers, i.e. childcare centres. 30 The e-commerce module is able to make use of the real time payment gateway and thereby facilitate the payment of goods and services directly from the service provider's bank to the supplier's. Expenses incurred and 18 processed by child care centres through the e-commerce module are then also available to the management reporting module and therefore may be included as part of those reports. Likewise, the data collected in the commercial transaction may be used by the suppliers to inform and drive 5 further marketing endeavours. The e-commerce module may provide suppliers with the ability to target their marketing efforts to specific categories of child care centres (e.g. by geographical location, or type of care offered such as long day care or 10 occasional care) and make use of the system's integration with social media tools such as twitter and Facebook to further target their marketing efforts. In a reciprocal nature, the childcare centres are able provide commentary and engage in discussions with members of the childcare community regarding their experiences with the supplied products and services via the integrated 15 social media tools. In other words, the e-commerce module offers embedded access to twitter, Facebook, sms and mms services, such that it connects childcare centres directly with relevant products and services suppliers. In a further embodiment of the present invention the system may incorporate 20 The Early Years Learning Framework (EYLF) component of the Australian Government's National Quality Framework for early childhood education and care. In such instances the system will allow carers and educators to record observations of children within the structure of the EYLF Framework. The observation records can then be utilised to produce transition statements, 25 learning records, planning documents and digital portfolios. Additionally integrating the ELYF into the present system allows carers and educators to document the EYLFNEYLDF and Learning Outcomes directly into the child's record, which can be communicated via the network to the relevant parties. 30 Where appropriate, the system allows users to upload rich media formats, such as a variety of documents types (e.g. Word or PDF formats), image and video files. The uploading files etc may be facilitated via the EYLF module, and a Policies and procedures module including the QIP (Quality Improvement Program). The ability to upload video is of key value to the EYLF 19 where video footage of activities and events within the centre are of special interest to parents/guardians who enjoy being able to access these via the Parent Portal. 5 As part of the forthcoming government quality directives for the early childcare sector, childcare centres are required to maintain documentation of their policies and procedures. The systems policy and procedure module in this instance enables a centre to update and maintain their collection of documentation. This module includes the ability to upload documents, forms, 10 charts, diagrams, schedules and checklists etc. As part of periodic self assessment and review procedures, centres are able to create and complete online audit documentation. This collection of documentation is managed with a version control feature. These documents, being included as part of the robust reporting engine, allows child care centres to output any of these 15 materials either as part of reporting a centre's quality compliance, or as part of any other management reporting requirement. As can be seen form the above examples a vast amount of information including sensitive personal data is transferred between the system and 20 users. Accordingly all data transmitted from the client to the server and back is encrypted utilising SSL 256 bit encryption. User activity within the application is restricted to the users role with in the application. This is tracked within the application to ensure a complete audit of users interactions with the application can be created for forensic evaluation and non-repudiation. 25 It is to be understood that the above embodiments have been provided only by way of exemplification of this invention, and that further modifications and improvements thereto, as would be apparent to persons skilled in the relevant art, are deemed to fall within the broad scope and ambit of the present 30 invention described herein.

Claims (5)

1. A system for the collection and management of data relating to one or 5 more child care facilities the system including: a central server coupled to the one or more child care facilities the central server adapted to: receive from each child care facility data on the operational status of the child care facility including information on each child in 10 attendance each child being associated with a parent/guardian registered with the system; forward the information on each child to a central agency at a predetermined time interval; receiving from the central agency information relating to the 15 child's eligibility for a rebate; calculate total fees payable for each child based on the child's eligibility for rebate; advise the parent/guardian of each child the total fees payable and receiving remittance advice from the parent/guardian and initiate a 20 financial transaction between the parent/guardian and the relevant child care facility to effect remittance of the fees payable; generate a plurality of reports relating to the operational status of each child care facility based on the received data; provide in response to a request from one or more end users a 25 selection of the plurality of reports wherein the selection of reports available to said end users is based on information contained in a user profile associated with the particular end user.

2. The system of claim 1 wherein the information on each child includes 30 an enrolment ID and a record of their attendance with the child care facility and wherein the information is forwarded to the central agency on a weekly, fortnightly and/or monthly basis. 21

3. The system of claim 1 or 2 wherein the reports generated by the system include reports on each child's activities at the facility, parent/guardian account information, names and address of each child and their associated parent/guardian, centre waiting list, enrolment reports, attendance summaries, 5 staff attendances, current room vacancies.

4. The system of claim 3 wherein the one or more end users includes facility administration, individual carers and/or educators. 10

5. The system of any one of claims 1 to 4 wherein the system is further configured to allow the one or more end users to provide supplemental data to the central server including observations on a child, messages relating to the current or future operation of a given facility, health and safety messages. 15