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if their product is written in SQL (Structured Query Language); SQL is a standard interactive and programming language for querying and modifying data and managing databases |
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if their product is compatible with your current systems and platforms as well as IE, Firefox, Safari |
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if the product interfaces with Windows, Mac and Linux |
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If the answers are yes to these questions then the software compatibility and capacity to interface with current and new products you are using or interested in is very good.
The following table offers a quick comparison between software solutions:
Internet based and
offsite hosting of data management |
Office based and
in-house data management |
Product can be either office or internet based with either onsite or offsite data hosting |
Care Central Solutions |
Harmony |
Spike 3 |
Future Blocks |
Xpedite - City Manager |
Qik Kids |
Child Care National Association |
Heart Beat 4 Kids |
Child Care for Windows |
Can you trial it?
Download the product from the web links provided on the FaHCSIA site or ask the software provider for a free CD of their program. Most provide free trial periods ranging from 30-45 days. If it is not a full version ask them to come and demonstrate the product for you.
Ask the providers of interest to you how long they have they been in business and what other business types they have supported. Ask if they will provide references from people who use their product and are willing to speak with you. Alternatively, ask them for contact details of businesses close by that you could visit to see how their product is used. Ask what experience they have had in family day care or in supporting any type of children’s service or working with government. Have they trialled CCCMS within family day care and can you speak with other schemes that have approached them to consider their software?
Data management
Whether you choose an office-based or Internet-based option, the processes and ongoing costs of onsite or offsite data storage, security and backups are important considerations.
Onsite centralised systems give you greater control and responsibility for information storage than offsite where a third party hosts the data. Both choices have different risks associated with them.
Web based off-site backups are the responsibility of a hosting company. Overall web-based offsite data management usually provides tighter security with synchronised updates to the software, controlled remote access to information and capacity to grow and support highly dispersed carers or business units.
Schemes need to ask questions around data security and encryption, including:
| • |
do third parties such as technicians have the ability to un-encrypt files? |
| • |
if a software provider or scheme closes and an audit is requested a few years later, where subscriptions had not been paid, what access and data mining of your records do you have and at what cost? |
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If the provider’s business fails can you extract and migrate the data between different software or do you lose it? |
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Backing up local server stored information can be as simple as pressing an option on the computer, emailing files to another location or storing on backup drives or discs.
The risk of losing data is higher and security of access to sensitive data a concern. The risk of different people having access to a single localised server/computer also includes unauthorised downloading of inappropriate upgrades to software and business discontinuity when hardware fails.
Is it easy to customise?
When you use centralised systems the software usually supports customisation allowing you to set up specific reports and processes. This can be expensive and sometimes it’s difficult to explain family day care variations to providers outside the industry. It is important that costs of any customisation, such as changes in language used, and capacity for the product to interface effectively with other software you use is established early.
Hardware requirements
Ask providers on what size computer disc space, memory and recommended processor speed their software runs most efficiently. Do they require particular operating systems such as XP or Vista?
Costs – upfront, additional and ongoing
CCMS software providers earn their income from sales, support, training, numbers of carers in the service, numbers of administration users or desktops with the software, web hosting for data and its security, hardware package sales and ADSL plans.
There is also a significant range in costs from ‘free software’ based on a 24 month contract for services to a $30,000 license for a large enterprise.
Most variations to costs are dependent on whether the service chooses to add any of the additional services offered by the providers, eg onsite helpdesk support, maintenance and installation, training and data storage or customisation and interface support.
What is the cost of ownership?
Compare and calculate the cost of ownership of the two or three CCMS software products of interest to you by asking questions in relation to:
Capital expenses (Several providers are offering discounted hardware packages):
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Computers and hardware upgrades |
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Communications equipment; local area network setup |
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Installation expense:
| • |
Process redesign and customisation |
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Training (included? Or extra cost?) |
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Conversion (staff involvement time and processes; what support?) |
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Operating expense:
| • |
Software licences |
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Security |
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Communications lines |
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Annual support, desktop and/or onsite |
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Training of staff |
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Software security and data hosting |
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Consumables |
| • |
Pricing plan variations – are costs based on carer numbers; desktops users; data hosting? |
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Future Innovations
Biometric readers that provide digital signature access control and record attendances of long day care service staff, parent users and children are being implemented in some services to enhance both management and security of children’s attendances. While many of these products do not appear to have entered the family day care sector, we should expect them to create opportunities for further streamlining timesheets and the management of highly dispersed carers in the future.
For more information about CCMS
The FaHCSIA/ DEEWR have updates and brochures available from their website as follows.
The Carer and Parent Brochures in particular have helpful Questions and Answers.
General CCMS information
http://www.facsia.gov.au/internet/facsinternet.nsf/childcare/ccms.htm
Information for Parents
http://www.facsia.gov.au/internet/facsinternet.nsf/childcare/ccms_info.htm
Information for Carers
http://www.facsia.gov.au/internet/facsinternet.nsf/vIA/ccms/$File/ccms_fdc_booklet.pdf
Please contact FDCA's Policy Manager, Pola Nadas with any additional questions relating to CCMS on 02 4320 1100 or by email at pola.nadas@fdca.com.au.
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