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How to use the free KinderConnect “extra” to transmit attendance records from Procare directly to the New York State CCTA Web Submittal program.

Requirements

You must already use both the Procare Attendance Tracker AND the New York CCTA Web Submittal page. In other words, you care for (and are being paid for) child care services from a local Department of Social Services, outside of New York City.


Important! You must contact the CCTA Support Center to activate your ccta-account at 1-877-369-6106 (choose option 9) or email support@controltec.com. Tell them you are using Procare.


Before You Begin

  1. Create a Child User Defined Field named something like “Child’s CCTA ID Number”. The Field Type must be set to Number. A Tool Tip is optional.
    kinderconnect-udf-with-tooltip
    Important! Do NOT enter any data into the field for individual children. The information will be imported from CCTA.
  2. Optional: Although you will not directly enter information into this User Defined Field, you may choose to Expose it to the appropriate Regions and Schools in order to see the field on the User Defined Field Screen of each child. This will allow you to run reports that include the field.

Download the KinderConnect “Extra”

  1. Log on to your computer with local administrator privileges and close all programs, including Procare.
  2. Download
  3. When installation is complete, restart Procare.

Getting There

From the Procare Home screen, go to Utilities > Procare Extras > KinderConnect.
menu-utilities-extras-kinder-connect-(1)

First Time Set Up

At the KinderConnect screen:

  1. Choose Set Provider IDs (right side).
    btn-set-provider-ids

    1. Enter your Provider ID (right side) found on the CCTA site under Providers > Groups, for each of your participating locations. For locations that do not participate, leave it set to zero.
      kinderconnect-provider-id
    2. Enter your Group Password (bottom of screen), also found on the CCTA site under Providers > Groups.
      kinderconnect-company-password
    3. Click Exit.
  2. Select Set Agency User Defined Field (right side).
    btn-set-agency-udf

    1. Under KinderConnect Agency, select “New York OCFS – KT4 Schema”.
      kinderconnect-select-agency
    2. Choose the Child User Defined Field you created to store each child’s ID, such as “Child’s CCTA ID Number”. Your field name may be different. Only number fields are available as choices.
      kinderconnect-set-udf
      Note: The yellow box contains any tooltip you may have typed when creating the User Defined Field. It’s not necessary to have a tooltip, so your box may be blank.
    3. Click Exit.
  3. Choose Set School-Agency Association (right side).
    btn-set-school-agency-assoc

    1. Select a participating school from the Procare School list (top).
      kinderconnect-select-school
    2. Under Select an Agency to associate with the School above, pick “New York OCFS – KT4 Schema”. Once selected, it will appear in the white box below listing the associated agencies.
      kinderconnect-select-agency-association
    3. Repeat steps “a” and “b” for any other participating schools.
    4. Click Exit.

Confirm Child IDs

You’ll do this after completing the First Time Set Up AND each time new children enroll in the CCTA program.

Important! To obtain the ID for a child, they must already be in the CCTA Web Submittal system.

  1. Choose Confirm Child IDs (lower right).
    btn-confirm-child-ids
  2. If you have more than one participating location, select the school you wish to work on from the drop-down list.
    kinderconnect-confirm-ids-select-school
  3. Scroll through the list of children. Only those whose Enrollment Status (in Procare) is “Enrolled” are shown.
    1. Look for those who participate in the CCTA program, but are not checked as Confirmed (their KinderConnect ID is zero).
    2. To obtain the ID for a child, click once anywhere on that line to select them (the KinderConnect ID will become highlighted). Note: Although you may manually type in the ID number, it’s better to let Procare import it from CCTA.
      kinderconnect-select-child
    3. Click the Confirm ID button.
      btn-confirm-id
    4. If the child was found in the CCTA system, their ID number will appear along with a check in the Confirmed box.
      kinderconnect-child-confirmed
      Note: If they were not found, you’ll get a message indicating what to look for. In many cases the name is spelled differently in Procare versus the CCTA system (such as a missing middle initial) or the date of birth could be incorrect or missing. Log into the CCTA Web Submittal site to see what information they have. You may use the KinderConnect button at the main screen of Procare’s KinderConnect “Extra” to get there.
      btn-kinder-connect
  4. Repeat the previous step for all participating children. When you’re finished, click Exit.

Transmit Records

Do this whenever you need to send new or updated attendance records to CCTA.

  1. Choose Select Schools, place a check next to the schools you wish to process and click Exit.
    btn-select-schools
  2. Click Process Attendance, select a Start Date and End Date, then click Start. The attendance records from Procare are transmitted to CCTA.
    btn-process-attend-kinder-connect

Make Changes & Retransmit

You may transmit data for the same dates as often as necessary. This is useful if:

  • You transmit attendance for a certain time period and later discover a mistake.
  • You leave off a child who should have been included (their enrollment date or child ID is missing).
  • You include a child who is no longer eligible.

Transmit Corrections:

  1. Make any necessary additions or corrections in Procare, such as editing a Child’s Time Card or changing a Child’s Enrollment Status (they must be “Enrolled”).
  2. Confirm the Child IDs for any newly eligible children.
    Important! If a child is no longer eligible, but still has attendance, manually change their ID to zero on the Confirm Child IDs screen. [Do NOT change the Child’s User Defined Fields screen.]
  3. Follow the steps to Transmit Records using the same Start and End dates.
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