Understanding the Child Care Management System

The New Child Care Management System 

As parents and childcare service providers well know, leaving your children in care and heading off to work can, at times, be heart-wrenching. But technology is helping to bridge the gap, keeping children and their families connected even when they’re apart. 

The Child Care Management System, or CCMS, has played an important role in helping to shape the new era of childcare in Australia. Far from being just another computer program, the CCMS links in with specialist third-party software to provide an interactive virtual connection to the childcare experience. 

The CCMS is designed to administer childcare subsidies from the federal government and operates as part of an online, nationwide framework. All approved childcare services are required to operate through the CCMS. However, just as there are a range of different accounting software programs for your business needs, there are a number of approved CCMS software providers. 

This specialist child care software is registered with CCMS to record child enrolment and attendance information. Programs like Xplor Education’s Office go beyond this, providing documentation of children’s daily activities and detailed medical records, along with benefits like real-time communication between services and families. Each child care service has its own CCMS administrator, who is required to upload these records to the CCMS via the Internet. The information is also used to help the Department of Education and Training calculate the Child Care Benefit (CCB) fee to be paid to the service on behalf of eligible families. 

How to use the Child Care Management System 

The federal government offers childcare operators help with CCS

However, what is most important to know is that help is at hand. 

A woman uses a calculator while sitting in front of her computer, perhaps trying to understand the new child care management system.

The CCMS administrator is required to be aware of relevant legislation under Commonwealth Family Assistance Law, including appropriate record keeping regarding attendance at child care, along with fee discounting and subsidies for families. 

But much of this information is available in the Child Care Service Handbook which is useful as a reference tool when working through the CCMS application. 

The handbook offers guidelines to all Child Care Benefit (CCB) approved child care services using CCMS. It outlines the processes relating to approval, enrolment of children and payment of Child Care Subsidy and Additional Child Care Subsidy.

It is well worth familiarising yourself with the rules and regulations set out in the guidebook before embarking on your CCMS application. 

The CCMS Helpdesk is also available on 1300 667 276 or via email at CCMSHelpdesk@education.gov.au to approved Child Care Benefit service providers. 

The CCMS registration process for child care centre operators. 

From July 2, 2018, the Child Care Subsidy (CCS) will replace the Child Care Benefit and Child Care rebate.

This means that new child care providers seeking CCS approval must first register with the CCMS in order to be able to claim subsidy payments. As of April 2018, childcare operators will be able to lodge an online submission via an internet portal to become accredited for CCS approval. 

Access to the government portal is done through a Provided Entry Point, though providers must first register with Provider Digital Access (PRODA). More information regarding requirements to access the Child Care Subsidy System (CCSS) can be found here.

Applications will be assessed in line with eligibility requirements. 

A young girl with glasses types excitedly on a laptop

The Family Assistance Law does not define a timeframe in which the department must make an approval decision and there is also no guarantee that an application will be approved. 

Given that many families make use of childcare rebates to cover the cost of childcare, it is worth operators taking the time to register sooner rather than later for the CCMS. 

How Xplor gives childcare providers the edge on the CCMS 

Technology is everywhere in our everyday lives. But using the right technology in the right way can often be a struggle for the uninitiated. 

Too often, paperwork gets in the way of the most important work of educators and childcare operators – teaching and caring for our children. 

As the future of tomorrow, children need all the quality care that we can offer today. 

And this is where Xplor Education comes into play. 

Xplor Education’s new generation of technology in the childcare sector has revitalised the way educators and operators deliver childcare services, offering significant savings on both time and operational costs. 

Xplor can help keep busy families connected to your childcare service, wherever they are and whatever they’re doing. Likewise, the revolutionary software can take the pressure off CCMS administrators, giving early childhood educators more time to focus on implementing and improving long day care, family day care, preschool or kindergarten and outside schools hours care services, as per the National Quality Framework for Early Childhood Education and Care

Xplor Education can help with all of your CCMS questions. 

Get support by phone, email, chat or contact Xplor Education directly today.