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Welcome To The
ChildCare  Application.  Documentation

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                                                                             Updated: March 2018

System Requirements  

Minimum requirements: Pentium 2  processor or higher.
4 gig  RAM minimum.
At least 1gb free space on hard drive.
WINDOWS  XP, VISTA,  7or 10.
Server Operating System Windows Server 2003 or later.
High resolution printer.
Color Monitor Super VGA or Newer
Computer Mouse
Battery backup
Internet Browsers:  Microsoft's Explorer 8 or higher. 


Cloud installation
Your ChidlCare App will be  hosted in the cloud by Viritual Office Systems. Your application and data will reside on their servers and the installation will be managed by VOS under independent contract between your agency and VOS. You will be billed monthly by VOS for this service.

Softcare Systems will continue to provide full support for the ChildCare App per your existing service contract.

Call VOS to initiate the cloud installation.
Milo Mannino

 Virtual Office Systems / Computersmith

(614) 436-2921 ext. 212  or  (877) 287-9867 ext. (support)
(614) 431-0411 fax &  (877) 552-1043 Emergency Support (after hours)

Description: cid:image001.jpg@01CAC455.2C6EE5D0

See a Demo of the ChildCare App in the Cloud.
Download at  Call Ted for help with the installation and current password.

Ted Stephens     Virtual Office Systems
     Systems Engineer

(  (614) 436–2921  x203

For Apple Computer users: first download and install Parallels to enable Windows applications to run on your Apple computer.

First Time Installation on your agency site
Go to the web page and choose " Login" from the top menu.  Enter your customer id number and click on submit. Click on the "Go to download page" link in the customer information table. From the download page,  download the ChildCare file and then unzip the setup program to your desktop (recommended)  Double click on the setup  icon which will start the ChildCare App installation  to your system. Existing customers should never re-install ChildCare again on the same computer. Doing so will overwrite your existing data. 

Existing Users of ChildCare
Installing on a new computer or when moving to a different computer

Follow the procedure above for installing ChildCare on the new computer.
1) Delete the just installed ChildCare directory from the new computer.
2) Copy the ChildCare Directory from the old computer to the new computer.
3) If the old directory had a different name, rename it to ChildCare.
4) If moving to a new computer, copy files c:\cc4user\ usertbl.dbf and c:\cc4user\usertbl.fpt from the old computer local  C drive to the new computer local C drive.


Installation on a network:LAN 

IMPORTANT! The server on which ChildCare App is installed must have operating system  WINDOWS 2003 or later.  Also ChildCare App will operate better on a standalone server or at least a separate partition architecture on a existing server.

Server Installation: Install as described above for first time user.  

Installation on network client machines:LAN

The Microsoft Foxpro 9.0 runtime library needs to be resident on each client PC. To accomplish this, install the  ChildCare App Demo (link is on the web site opening page)   on each client box. Then delete the just installed ChildCare directory and demo icon just installed . 
On each client computer , create a Network Map to the "ChildCare" directory on the server; usually this is "ChildCare" preceded by a drive letter, backslash  as in  "z:\ChildCare\".   Open the server ChildCare directory and create a shortcut to the childcareapp.exe program. Drag and drop the shortcut to your client desktop   .  Optionally, you can use the ChildCare App Demo icon. Just change the target property to z:childcare\childcareapp.exe and the start in property to  z:\childcare.

To run, just double click the icon to start ChildCare. 

[HINT:] ChildCare must be re-installed each time  you upgrade your WINDOWS operating system.  

Re-installation: Sometimes it is necessary to re-install the ChildCare application on your computer where you have existing data.
 1.) To prevent overriding your data, first save your existing data by  renaming the existing ChildCare Directory as anything but "ChildCare".
2.)  Next use your Windows Control Panel to remove the existing ChildCare Application from your computer.

3.) Follow the steps outlined above for first time users to install ChildCare on your computer.

4.) When completed, delete the just installed ChildCare directory and rename the saved directory "ChildCare".

5.) If you have not previously done so, download the latest revised ChildCareapp.exe Program to your ChildCare directory.  That's it.

Internet Connection Setup You can operate ChildCare App from a remote site or sites over the internet. ChildCare App does not need to be installed on the remote computer(s). Install ChildCare App on a computer at the central location such as the main agency office and access the program from your remote location via a service like "go-to-my-computer" or "Login" or "Team Viewer" (best) . You can have multiple remote users with access to the program at the same time using proxy computer stations at the central office which are networked.

Revisions to ChildCare are made frequently. It is not necessary to install each new versions with each revision. Customers simply login with your user id at . Select the download page and  download the latest revised file. Unzip on your computer and save to your childcare directory  replacing  the existing ChildCareApp.exe program  copy.
Application changes are reported  by email  Choose ""modifications and enhancements" on the download page for a complete list of recent modifications. Customers are encouraged to check for modifications on a regular basis. 
Occasionally we must make changes to other files and these may be downloaded from the web site download page directly to your ChildCare directory.

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I. General Information:

This application was created to assist childcare agency personnel in preparing, managing and reporting  monthly fiscal, attendance and family information and  family registration and certification data as required by the State of California Department of Education. The application can be used to manage non-subsidized families as well.

Some of the key features incorporated in this product are listed below.

II. Getting Started - The Central Screen:

To start the program click on the ChildCare Icon on your desktop.

For new users, the first time the application is started, the user is asked to provide a contract number, agency name, site and classroom. To enter this information choose the appropriate subject from the menu at the top of the screen.  Family and attendance data cannot be entered until a contract number, agency, site and classroom  is entered. This application supports multiple contract numbers and multiple sites per agency. Once a contract number and agency name are entered, the menu options are enabled and a form may be selected for data input. The currently selected contract number is displayed on the center of the Central screen. Contract numbers may be selected (if multiple contract numbers are in use at the agency) by scrolling the list and selecting the  desired number.

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III. Help

Help is just a mouse click away. From the ChildCare Central Screen, mouse click on   which will take you directly to this ChildCare Documentation on our web site.

Telephone and email support will available from 9:00AM to 5:00PM seven days a week for those customers who have purchased the yearly support package. Call (707) 280-9144 Email:

IV. The Menu

Many important  functions including the reports may be accessed via the main menu along the top of the screen. 
A set of buttons are included on the main welcome screen which will access the most frequently used functions such as the 801A report and the Family eligibility and certification and Notice of Action. 

All CDFS and Child Development Forms can be accessed via the drop down display under the "Forms" menu choice.

The "Reports" menu choice contains reports for immunization exceptions, family recertification schedule, child attendance summary (from the 9400 attendance data) and a listing of families and many other useful reports. Additional  reports are added as requested by users. 

The "Contracts", "Agency"," Sites" and "Classrooms" menu choices launch the screens to allow the user to manage these categories. (See below for a full explanation of the screens functionality.)

The "Utilities" menu selection provides access to the application utilities. Presently there are five choices "Rebuild indexes" , "Purge Attendance Records", Export family addresses to text file, Export family information for "Pinwheel purpose" and Recover backup data . the "Rebuild Indexes"  function will reconstruct every data table index in case one or another was somehow corrupted. This function should be used only if one receives error messages of the type "index not found".
The "Purge" function will allow you to purge old attendance records from the database tables. You should not retain your attendance data for more than two years as excessive data slows down the processing.  The export family address function creates a filtered text file of the family addresses. The file is placed in the textfiles subdirectory. The Pinwheel export is provided for agencies participating in the Pinwheel study. The excell file created is placed in the textfile sub directory.

The "Edit" menu choice provides the usual text-cut and text-paste functions found in most WINDOWS applications. You can enter your text in any word processor like MS - WORD which provides a spell checker. Than you can copy the text and paste it into the ChildCare field.

The "Options" menu choice launches a dialog screen where certain global parameters can be set and memos, used in the reports, can be customized by the user.  For example, the "terms of payment" paragraphs which are printed on the family fee statements may be customized through this option.

The "Preferences" menu choice launches a dialog box where the user set their private user preferences for program operation like whether to allow combining contract numbers at report time or automatically increment case numbers. Also to input the users name and other information to be printed on the reports. information.
The second tab "id numbers and attendance units", allows users To set the initial unique child id number or even restart the number sequence.  The user can set the unique family case number or restart the sequency.
Every agency must set the DOE maximum number of "Best Days" and "Unexcused Absences" in the boxes indicated.



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V. Contract Numbers

Contract numbers are managed through a separate screen reached by selecting contracts from the main menu..
Contract Number operations are an Administrative function.  Always ensure that no other users (on a client server environment) have ChildCare open while work is underway on contracts.

Here contract numbers may be added deleted or edited as required. 
The "Funding Type" option is provided for purposes of calculating family fees.
  Changing an existing contract number automatically changes all related contract numbers in the family information, attendance register, and fiscal/attendance database tables.
( HINT) Use this procedure to reassign all your families to a new contract number at beginning of the each fiscal year.
The other fields on the screen are used to enter contract  information that is used in the Form 9503 - Earnings projections.  
Use the display button to show all contract numbers still associated with family information in the database table. It is possible to delete a contract number while it is still associated with family information. Deleting a contract number does not delete the data associated with that number automatically. The Display button with show all contact numbers in the family database table. 

Please Note: If you wish to re-enter a contract number that has previously been deleted, you must rebuild indexes first otherwise a error of the  "uniqueness" type will be generated.

Tracking Non-Subsidized Families:
You can track non-subsidized families separately  by entering them under a bogus contract number like "non-subsidized" .
Contract management Dialog Screen


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II. Sites

Site names are managed through a separate screen reached by selecting sites from the main menu. Site names may be entered and edited as required.

Site Name Dialog Screen

Changing an existing site name automatically changes all related site names in associated database tables where the table contains data related to that site. Each site must have an associated FEIN number or Social Security Number for reporting Population Information on the CDD801A form. 

 HINT: You can copy sites and classrooms to other contract numbers. This was added so that Preschool users can create a new temporary contract number, copy existing sites and classrooms to the temporary number and begin enrolling new families prior to receiving your official CDOE number.
When you receive your official number, just edit the temporary contract number into the official number and click save.


Classroom names are managed through a separate screen reached by selecting "Classrooms"  from the main menu. Classrooms are organized under sites. When adding a classroom a dialog screen appears asking if you want to add to parent or child to the database table; always choose child.  The site is the parent and the classrooms are the children in this relational database.  NEVER ADD OR EDIT A SITE IN THIS AREA. Always manage sites under the "Site" menu choice. 

VII. Form Screens

Form screens consist of a number of tab pages (where data is input or edited) with a row of command buttons along the bottom.

At the top of the screen the currently selected Contract Number is displayed.

Typical Form Screen

Form pages are reached by clicking on the desired tab.

To input or edit data on the form screen use your mouse and click on the desired box anywhere on the form. The " Tab" key may also be used to navigate among the text boxes. To delete data in a box, use the backspace key or highlight the data with the mouse and press delete or type over the existing information.

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VIII. Command Buttons

Command buttons are located along the bottom of each screen. The command buttons perform different functions depending on the particular form screen.

Some screens are provided with "Next" and "Previous" buttons to navigate through the database table. Where there may be a large amount of data, a "Find" button is provided instead.

The "Find" button launches a grid screen displaying current records contained in database table. Select a record for edit by mouse clicking the entry on the grid or, when available, by entering the appropriate value in the dialog box at the top of the form and pressing the "Enter" key on your keyboard..

The "Previous" and "Next" (form 9500 only) buttons are used to retrieve existing monthly report period data contained in the database tables.

The "New" button is used to create a new database table record. The screen is refreshed with blank text boxes where the user may input data.

The "Save" button saves the current screen data to the appropriate table(s).

The "Revert" button is used to cancel any input or changes to the current screen data and restore the data to original status in the database. The screen is refreshed.

The "Delete" button is used to delete the currently selected record from the database table(s). Once deleted, the record cannot be recovered.

The "View" button is used to view page(s) of the form.

Printing reports in ChildCare App
A word about printing the reports:

With Windows 10 and Adobe Reader XI on your computer, you can select from the Windows Prompt dialog to print any ChildCare App/Cloud  report to PDF format. 
In PDF format with the Adobe Reader XI version you can;
Add text to the report.
Sign the report
Email the report 
Request a  signature from the email recipient,
Convert  the report to an  Excel spreadsheet or Microsoft Word document.  
With a yearly subscription of $14.99 you would be able to add images and more.
Download Adobe Acrobat free at:

Typical Document View Screen

The View representation may not be an accurate reproduction of the printed form. Some display cards or drivers do not reproduce the form image on the screen properly. If you experience difficulties, try "safe booting" your computer to load the standard WINDOWS display drivers. Distortions or misaligned text may be ignored and will not be reproduced on the printed form. On standard 12 inch displays set at normal resolution, the form is only readable at 100% setting on the tool bar. The horizontal and vertical slider bars allow the user to examine all sections of the form.

Exit the view screen buy clicking on the "door/arrow" button located on the right edge of the tool bar or by pressing the Escape key. The 'Printer' icon button located on the view tool bar should not be used to print forms. Printing forms requires special processing that is only available via the 'Print' button on the command bar at the bottom of form screens.

The "Print" button is used to print forms on your printer.

The "Return" button returns the user to the ChildCare central screen.

Time-In/Out Sheets


Sign-in/out sheets can be printed for any child or all children in a classroom, site or contract number. The user may also specify what range of dates to include and on which dates the agency is closed. Weekends are excluded automatically. Four types of sign-in sheets are available. You have the option of  a single drop-off and pick-up or two drop-off and pick-up times and signatures per day. Also you may choose to print a sheet displaying all the children in a classroom for a specified day or a sheet for each child for a range of selected dates.  Click on the   icon to display the calendar. Then click the date on the calendar set your date in the text adjacent date box.



 Form 9400 - Enrollment and Attendance Register

This screen interface is used to input and edit child attendance data.

Attendance interface screen - form 9400

At lease one site and one classroom must be input under the currently selected contract number and at least one family child must be registered via form screen 9600 before using form screen 9400. Also each child must have been assigned to a classroom in order to input attendance in this screen.

By pressing the "New" button a new attendance record is presented for data input.

The child care SITE is selected from the site pull down box. Once a site is selected, a classroom can be selected. Only then can a child be selected.

Children which have the check box checked "Served by Agency" in the 9600 form, may be selected from the child name "pull down" box. A child must be registered and "Served by agency " checked through FORM SCREEN 9600 before they can be selected from the pull down box.

A child's certification, age group/status and class time classification may be changed by mouse clicking on the appropriate group box or pull down box selections. Except for certification, this information is retrieved from the child's registration database table automatically. Whenever this information is changed in the form 9400 screen, the changes are automatically changed in the child's registration record (form 9600 table).

The month and year are set to the current calendar month and year as a default but any other month and year may be selected by the user via the pull down display boxes.

The month selected is automatically populated with 'P' (Present) for all non weekend days.

The user may change the attendance category within the day boxes to reflect the child's actual attendance for that month. If the child's classifications have been constant throughout the entire month, EVERY DAY OF ENROLLMENT MUST CONTAIN A CHARACTER AND EVERY DAY NOT ENROLLED MUST BE BLANK.

If a child's classification(s) has changed during the month, more than one record will be required to properly record the attendance and IF YOU HAVE ENTERED A PREVIOUS RECORD FOR THE CHILD FOR THIS MONTH, THE DAYS OF ATTENDANCE ALREADY RECORDED WILL SHOW A BLUE BACKGROUND. The records will be combined by ChildCare to the correct total enrollment for the month.

Categories are: P=Present, A=Absent Excused, U=Absent Unexcused, B=Best Interest day

 Fiscal year accumulated "Best Interest Days" and "Unexcused Absences  are reported at the bottom of the screen.

Pressing the "Delete" button in form 9400 removes the currently selected record from the child attendance register table.

Pressing the "Revert" button refreshes the screen and restores the current record to original status (if any changes have been made to the data on the screen).

Pressing the "Print" or "View" buttons will print or display  data with options to print all the data for all sites  for a selected month and year. The user may also choose to print just a single site. The user can optionally suppress or include classroom grouping.  

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Pressing the "Find" button launches a screen (below) where the user can select attendance records for edit or copy. 

Choosing "Edit" brings the record to the edit screen where changes can be made.

[HINT] Choosing the "Copy " button permits the user to copy either a single selected child information  record for that month to a new chosen month or copy the entire month of all children information records to a new month.  The new months attendance fields are blank. This feature can  save you time by quickly creating new records for each child in the new month. Than you only need to find and edit each record and input the attendance for each child rather than creating a new record for each and very child every month.  

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X. Form 9500 - Attendance and Fiscal Reporting.

Use the "New" button to add a new month to the 9500 attendance and Fiscal table.  You can than enter attendance directly into the screen(s) or click on the "Import attendance..." button to automatically populate the new month record with your attendance data from the 9400 attendance register. You may import as often as necessary because each time you do so the previous attendance data is overwritten. If you make changes to the attendance data in the 9400, just re-import into the 9500 table.

 Fiscal Data must be entered directly into the 9500 form screens.

<HINT> If the initial use is not for beginning fiscal year (July) the total cumulative prior period data needs to be stored in the database. This is accomplished by creating a month or quarterly report period prior to the current month to contain all cumulative information. For example if initial use is for the month December, create a new period for November and input the total cumulative data from July thru November of the current fiscal year as current data. Alternatively the user may create as many previous report periods as required and input the monthly data for each period under the appropriate months/years.

The user may change or add data in form 9500 at any time but should be aware that if the data was generated via form 9400 screen the changes will not be reflected in the 9400 database table. It is recommended that the user use either form 9400 or form 9500 screen to input and edit data but not both for a particular month.

The 'Next' and 'Previous' buttons are used to retrieve records from the database table. The records in the 9500 table are retrieved chronologically rather than by "fiscal year".

Pressing the "Delete" button will delete the current selected record and will also delete data in the 9400 table if any exists for the selected period.
If data exists for this month in the 9400 attendance table, you will be asked if you wish to delete this information as well. A yes response will delete the entire month of 9400 attendance data. 

The "Find" button will launch a dialog screen where you may select any existing month for editing.

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XI. Form 9600 - Application and Eligibility

This screen is used to input data for family eligibility and child certification.
Child registration information may be input after imputing the Caretaker "A" last name. It is not necessary to complete all the form information in order to register children.


[Hint:] You can classify families by using the first few places in the "Case Number" field. For example enter "STAF1234" for a staff families, "STUD5678" for a student families and so on. Use the "Case Number Classification Report" on the "Reports and Labels" menu choice to print classification totals.

[Hint:] Non-subsidized families will not have a entry in the "Initialized service" date box but should have a entry in "application date" box under the Action Tab.

 Children's names must be input and "Served by Agency" checked via this screen before they can be accessed via Form Screen 9400 - Attendance Register.


Pressing the "Revert" button when EDITING a record selected with the 'Find' button cancels the current work secession and restores the current record data to original status before changes were made (if any).

Pressing the "Revert" button when ADDING a new family record via the 'New' button deletes the new record from the database table.

Pressing the "Delete" button deletes the current record displayed on the screen from the database table. Both family and associated children are deleted. Once deleted, a record cannot be retrieved.

Pressing the "Print" button prints report form 9600 for the current selected report period. If no record is currently selected the select grid is launched and the user may select a record to print.

Pressing the "Find" button launches the family search screen below

This form is used to find and select a family for editing or deletion under the currently selected contract number. After selection, the family information will be presented on the 9600 screen for editing by pressing the OK button. 

An "active family" is defined as a family with either no last date of enrollment or a last date of enrollment that is greater or equal to the existing system date on your computer.


The Children's tab under family information screen has separate command buttons. The Main command button set is not accessible when working in the children interface. The user simply clicks on any other tab to regain access to the main command button set.
Note the check box on the bottom left hand corner to the screen. Check this box if you do not wish to have the particular child reported on the 801A population information report. 
[Hint] To reset the race1 and race1 fields to blank, Enter 'Y' in the Hispanic box .

Children's Tab Interface Section

All Children must be assigned to a site and a classroom before you can input data either in the 9400 screen or the class sign-in screen.
Hours of care needed per day is used to calculate the family fee and appear on the 9600 form. Contract hours appear on the sign-in sheets and on the Notice of Action. Both are required.

Moving or Copying Families between contract numbers.

The "Move/Copy Family" function  was included to allow users to move or copy  family information between contract numbers. This is sometimes necessary if a family is receiving service under two or more contract numbers at the same time (Copy) or when a family changes from one contract to another (Move). You can select multiple or all families to move/copy at once.
 Copying a family does not copy the children because you are usually copying the family for just one child. Enter the child after you have done the copy. Move copies all family information and children.
[Hint:] If appropriate, you should copy the sites and classrooms to the new contract number before you MOVE  the families. Otherwise you will not be able to record attendance for the children because the sites and classrooms will only be associated with the previous contract number. This task will not be necessary if the new contract number has different sites and classrooms. If this is the case, you will have to re-select the appropriate site and classroom for the parent and children before you can record attendance.

[Hint] Multiple copies of  family information will appear more than once on the 801 report. To prevent this, make sure you check the box to exclude the child from the 801 report on the bottom of the child screen for one of the copies of the family. 

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Income Calculation Worksheet. 
From the family information screen 9600, "Family size and Income" tab click on the "Worksheet button" to access the gross monthly income worksheet. 
Use the worksheet to automatically calculate gross monthly income based on the various income periods and amounts. For example: If the family income is in the form of hourly amounts, enter the hourly rate in the "amount" box in the calculator. Enter the number of hours in the "hours" box and just click  the "Hourly Pay" choice. The gross monthly income is calculated automatically and placed in the appropriate boxes. 
Family fees for subsidized service are calculated automatically. Family size and Children's "Hours of  Care Needed Each Day" must be entered before this calculation will produce a fee.
You may override the fee calculation and enter fees directly by clicking on the option box to the left of the fees boxes on the income tab. Use this option for non-subsidized families.

Printed Work Sheet

XII. Form 7617 - Communication Notice and Notice of Action

 The user interface for Form 7617 Notice of Action  is accessed from the 9600 find screen as well as the   'Action' tab. 'Notice of Action' and 'Communication Notice' command buttons are located on this tab page. Clicking on these buttons launches the user interface dialog where users may input Notice of Action data and print Notice of Actions forms in either English or Spanish  for the currently selected family. You may also optionally print the appeal instructions and payment policy pages. 

Notice of Action Dialog Screen


[HINT]  When preparing a Notice of action - Additional Information
 Any word document content can be pasted into the "Additional Information" memo area. Use a Microsoft word document which has a spelling check. Non-basic text format will not carry over with the paste.  Any additional comments of more than 7 lines will be automatically printed on a separate page.

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XIII. Form CDD 801A Monthly Population Information Collection

This form is used to prepare  family population information for families actively served by the agency as a ASCII data file to be electronically transferred to CDD. Beginning with the report due November 2001 the CDD will no longer except paper reports. 

To be included in the report a family must have a initial subsidized service date earlier than the date of the report. Families are excluded if their last date of enrollment is earlier or on the same month as  the date of the report.  date fields for each family are filled in under the "Action Tab" on the 9600 screen.

You may optionally select which contract numbers to report. The Default is all contract numbers. Click on the "Check Box" to use the contract selection option. 

[HINT] If you use bogus contract numbers to store old family information or if you have non-subsidized families, you must use the "select contract number option". By default ChildCare ignores contract numbers and reports all families.

To create a EFT file, click on the "Create EFT File" Button.

You cannot create a file for transfer if any required family data is missing or incorrect. If data is missing a report will be presented for review and printing so that you may correct the missing data.  You must recreate a EFT File each time you make a change.

The DOE requires that attendance records exist for all reported families. The program will display a report of children for which no attendance records exist. You may ignore this and continue processing the eft file if you wish.

 all data is complete you will be asked to supply a file name for the transfer file. ChildCare will automatically create this file name for you if you wish.
Once the file is created, you may view or print out the data using the appropriate buttons. 

Transfer files will be placed in folder directory \ChildCare\eft\ where you may access it to submit to CDD per your instructions. 

The proper format and content for the EFT file can be found at:

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Family Fee Statements

Generate Family Fees Statements Screen

It's easy to generate statements for all families. One mouse click on the "Generate Statements" button will instantly prepare all family fee statements for the currently selected contract number, site or even a individual family.  Statement Options allow the user to prepare statements for subsidized  families according to CDE guidelines or for non-subsidized families or full fee families either by day or contract hours.

 The user must set the correct days of operation  with the  calendar provided on the screen. Just mouse click on the calendar days to turn on or off. 
A statement will only be generated if your family data is complete:
Family initial enrollment date must be entered. ( For non-subsidized families a application date must be entered)
The family last day of enrollment date must be empty or greater than the first day of the statement month.
Each family must have a fee entered under the "income" tab.
There must be at least one child served by the agency.|
The child's "Hours of care needed" must be entered.
(To create a statement without with empty fees, see the statements edit description below. You can create a blank family statement from the statement edit screen. )

Full fee families ( non-subsidized) should be grouped under user defined contract numbers for example "FULLFEEDAYS" or "FULLFEEHOURS".  For these families, check the "Disable automatic fee calculation" box on  the family income tab. Then enter either a daily fee or hourly fee dependent on how you want to bill them.  The program will calculate both full time and part time charges if rates are provided. Currently part time is less than 6.5 hours per day.

To Generate all the statements for a contract number select the contract number then set the month and year and  the days of operation, choose the appropriate statement option and then click the generate statements button.
  At any time, after you have generated statements  use the "Edit Statements" button to launch the statements edit and print screen shown below.

The "Delete Statements" button is used to  delete all statements and receipts for the currently selected month,year  and contract number.
Statements Edit Screen Interface

Using this interface you may edit fully all data presented if desired. Selected  statements may be printed using the "quick print" button.  All statements for the displayed billing period can be printed using the "Print Statements" button.
Printed statements  are formatted to fold into a double window envelope.
The "Receipt" button will launch the Receipt screen for producing and printing receipts. 
A statement has an associated receipt if there is a receipt number showing in the receipt column.


The credit box on the statement screen is used to reduce the calculated amount due.   Credit issued in the box is not predicated on some previous overpayment and does not appear anywhere on the reports. It should be thought of more like a discount at the discretion of the staff.

Here are some rules we should subscribe to when using the program.  

We never issue credit in the system; If someone pays us ahead of time we generate a statement for the amount paid and a receipt showing paid in full.

If someone overpays a statement, we issue a receipt  and pay the original amount then generate a new statement for the over payment and issue a receipt for that amount paid in full. 

No receipt can have a payment greater than the amount due. 

No statement can have a negative amount due.  

If we stick to these procedures’ the family account and accounting reports will always balance.

Underpayment is acceptable.

To produce or edit a receipt for a selected statement, click on the 'Receipt" button on the edit  screen.
 Fill in the information and click on the 'Print' button to print a copy or click on the 'Save/Return" button to save the receipt.

Only one receipt per statement is allowed.  To process a partial payment, you may create a receipt and enter the partial payment amount. Next, when the balance due is paid, create another statement for the family with zero amount due.
Create a receipt for this statement and enter the final partial amount paid.
This procedure will insure that the family account report will balance.

When you delete a statement, the associated receipt is also deleted.

Family Account Report

Family Accounts are displayed by clicking on the "Family Account" button on the statements edit screen .  A option dialog is displayed to allow current year to date or previous calendar year choices.
Reports are prepared based on the date the statements was generated and any associated receipts.

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Eligibility/Waiting List


To enter a new family on a list use the "New" button, enter the data and than click on the "Rank This Family" button.

The waiting list interface allows users to rank and place families on the waiting list for service according to the DOE requirements. The "Activate Family" button places the family in the active family table and removes it from the waitlist. 

If only one waiting list is required for your operation,  ignore the "List(s)" and "list name" area on the top of the screen. Do not enter information there.

To keep multiple lists: The first time you enter a new candidate for the new list, enter the list name in the "list name" text box. Once the entry is saved, the list can than always be selected from the pull down to the left of the text name box. You may create as many lists as you need.  To view or print a list when using multiple lists, first select a candidate from the "find" screen who is a member of the required list. Than just use the "View" or "Print" as needed.

You can move candidates between lists by selecting a candidate and than just pulling down a different list name from the pull down box or entering a new list name in the list name text box and saving the record.

Use the "Find" button to search the waiting list table for particular family or child. You can select names by age in months for any or all lists. You may now include and search the waiting list for pre-birth candidates. Use negative months. For example: Enter -6 in the "From" box and  12 in the "To box". This will return all candidates from that will be born within the next six months and all candidates less than or equal to 12 months of age.

<Hint> A blank list name is a valid list.

Meal Tracking and Reimbursement

Opening Screen

Step 1 launches the meals roster where meals consumed are entered.:
Meals Roster Screen

Use the "Add new month" button to add records for each child in the families database. One record is added for each child for each day of the selected month. Meals consumed can than be entered into the appropriate boxes.

Once the roster has been created, you may optionally filter the display by selecting a site and classroom.  At this stage you can populate all the cells with a "1" for selected meal categories. First select the meal categories and than click the "Populate" button.  This can save considerable time compared to entering each meal for each child by hand.  You can than just delete the few cell values which should be 0.
Use the "Clear Roster" button to automatically clear cells for selected meal categories. This function is useful if you make a mistake when population the Roster.

The 'ELIG' column shows the eligibility category for the child  based on the Federal Register Table This table may be displayed or edited from the "Rates" screen (see below). The  family size and monthly income used to arrive at a eligibility category are taken from the family information (9600) data. You do not have to use these eligibility category calculated.  If you want to designate a different category for a child, you must change the 'ELIG' code for that child. Changing just the one will automatically change all instances for that child in  the roster.  The eligibility for that child based on income and family size will not be changed in the family certification and eligibility table.

The "Day" and "Week' navigation keys allow the user to move up or down records within the month displayed.
The data displayed can be filtered by site and classroom by selecting a site and classroom or displayed unfiltered by clicking on the "reset" button.
[Hint]  If you have a large number of qualified children, the table can become very large when several  months of data  are accumulated and processing can be slowed and congested.  To avoid this,  be sure to delete old months after your reimbursement report is completed and accepted.

When families with children served are registered after the monthly roster is created, use the "Update Roster" button. This function will  incorporate any newly added children into the roster without affecting the existing roster data.  The update will not remove children no longer served from the roster.

You may delete children from the roster by clicking on the left most box adjacent to the child record. This will turn the box black which indicates a deleted record. You may click again to reverse the deletion if you have not moved to a new day or week. Once you move the record pointer you will not longer see the deletion. You can delete every instance of a child from the roster by first placing the mouse cursor on the child name on the roster. Than click the "Remove Child From the Roster" button. (Note: updating the roster will add all the "removed children" back on the roster. )

Reimbursement Rates and Eligibility:

Be sure you are using the correct government rates before submitting a reimbursement request.  You can access the appropriate government web page through the link provided at the top of this screen. The "Cash in Lieu of Commodities" and State Reimbursement" rates are NOT found on the web page linked.  You are responsible for entering the correct rates from the appropriate agency into this screen. The rates change yearly.
You are also responsible for the correct eligibility figures for monthly income as specified in the Federal Register.  An editable browse screen of this table is available by clicking on the "Federal Register Income Eligibility Guidelines" button along the bottom of the screen.
Access and change the figures in this table whenever you are directed to do so by the Government Agency.

Claim Form Information Screen

The information entered into this screen will be reproduced on the reimbursement claim form.

Meals Served Summary Review Screen

[Hint] Always print the worksheet (Step 4) before printing the reimbursement form.

This screen is launched when you press the "Print Reimbursement Form" button on the main screen. Before you print your Reimbursement form, recalculate all "meals served" totals and percentages by clicking on the "Refresh Totals" button. Enter the number of days meals were served into the appropriate text box. ChildCare calculates all other entries for you. When finished, click on the "Print Reimbursement Form" button to print your completed form. The "Find" button provides a browse screen where previous summaries may be retrieved.


 Click on the Eligibility  icon on the bottom on the screen to launch the Eligibility and Participation  screen
Participation and Eligibility Form

Click on the new button to create a new eligibility form for a family which you can select from your 9600 certified families table. The list can be filtered by family site and/or contract number. Select a family from the list . The selected family members and relevant  information will automatically be included on the form.  You may freely edit all the information or add additional information as needed.

Click on the View or Print buttons to View or Print the selected form.

Click on the print reports  icon to launch the Reports list.

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BACKING UP YOUR DATA : Always backup up your work by copying the entire ChildCare  directory to a separate DISK OR CD  after each day's work session. If your are doing a large amount of work, backup several times a day. Use  a separate backup disk  for each day of the week to prevent backing up corrupted data. Always backup the entire ChildCare folder.
Network users should insure that the server is automatically backing up your ChildCare directory.  Arrange to keep several sets archived - not just the one night's backup.

The program optionally copies  all your data to your local C Drive each time you exit the program. Six sets of data are kept one for each day of the week Mon-Saturday. The data is located under the directory CC4BACKUPS on your local hard drive.  This feature is not intended to replace your offsite or flash drive or CD backups but can be used whenever needed as a additional backup source. If you lose your local drive (crashed) you will lose this backup so you should always backup off site or on other mediums like flash drives or CD's.
IF you are on a client server or network and your server is automatically backing up your data each night and keeping a archive of five days worth of data, you are good to go.
Backing up your data is most important.  It is now possible to backup to internet cloud sites for a small yearly fee. This method guarantees that your data will be protected even if you lose your computer due to fire or some other accident.  "Carbonite" is a good backup source for a yearly fee. One such free of charge  site

Transferring your application to a new computer:

To transfer your application to a new or different computer first install ChildCare on the new computer using your ChildCare Installation.exe  from  the web page.. Next replace the all the contents of the ChildCare  folder on the new machine with the contents of the ChildCare folder from the old machine. Finally, start ChildCare and run "rebuild indexes" from the utilities menu choice. That's it. 
For multi users client machines, just install the FoxPro Runtime Library on  the new client machine and map a drive to the ChildCare program on the server. 

Problems with you data.

To correct problems with your data which produced error messages of the 'Uniqueness of Index..." or "Record out of range..." types: or if you find that the total attendance on the 9400 does not match the attendance on the 9500. 

1.) Select "Utilities from the main menu and run "rebuild indexes".

2.) If the above does not solve the problem, restore previous uncorrupted data from your backup disks.

[Hint] The most common reported problem with data results when a power failure occurs or the machine is turned off before pressing the 'save' or 'revert' buttons on the command bar.

After this event you will get a message saying "uniqueness of index is violated..." Follow the above suggestion to correct this problem. .

This power failure problem can be avoided with the installation of a battery backup for your machine and screen.

Software Updates and Revisions

Customers may download the latest ChildCare program revisions from our Web Site . Compare the build date of your  If the date is earlier than the "last modified date" shown on the web download page  you should download the latest version. [Hint] Read the Modifications and Enhancements page at  to find out what and when the changes have been  made to the program.

Purge Your Attendance Data.
Attendance and registration data accumulates rapidly and may slow computer processing. A function to purge old fiscal data is provided under the "Utilities" menu.  It is suggested that you keep only 1-1/2 fiscal year data in the table.
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1. CDE approval was based on material printed on a HP "ink jet" or "Laser Jet type printers". During testing, it was found that forms printed by some older dot matrix printers may not meet CDE's requirements. The user should check with the CDE if printed results are unsatisfactory before submitting the final forms.