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# CCS Enrolment Management Dashboard Report

# CCS Enrolment Management Dashboard Report

### When would I use this report?

The CCS Enrolment Management Dashboard gives you a clear, drill-down view of CCS Enrolment quality and risk.

This report will assist you with:
* Prevent subsidy loss
* Some Session report errors
* Quickly fix data gaps
* Manage New and Ceasing CCS Enrolments

The **CCS Enrolment Management Dashboard** report is broken into 3 report tabs:
1. [Enrolment Quality & Compliance](#3-report-tab-1-enrolment-quality-compliance) - View & manage CCS enrolment details
2. [CCS Hours Risks & Booking Hygiene](#3-report-tab-2-ccs-hours-risks-booking-hygiene) - View children Booked hours vs CCS Eligible Hours
3. [Attendance Risks & Ceased Enrolments](#3-report-tab-3-attendance-risks-ceased-enrolments) - View absences first/last days of care, ceased/ing enrolments, consistent absences
### How do I use the information on the report?

|| All reports are available via the Xap Analytics screen. For full details on managing and filtering reports via Xap Analytics see: [Xap Analytics screen overview.](https://help.xap.rocks/en/article/xap-analytics-1ei0c3r/)

### Report Tab 1 - Enrolment Quality & Compliance

###### Section 1: Filters

| Heading | Description |
| ---- |
| **All** | All CCS Enrolments |
| **Active Bookings** | Enrolments which booking period (Booking Start - Booking End columns) covers today’s date. |
| **Future Unsubmitted** | Unsubmitted enrolments with a booking start date in the future. |
| **Others** | Enrolments that do not fall under the other categories. |
 
###### Section 2: Enrolment Quality & Compliance

| Heading | Description |
| ---- |
| **Unsubmitted** | Enrolments not yet submitted to CCSS |
| **Unsigned CWA** | Enrolments where the Childcare Written Agreement (CWA) has not yet been signed by the guardian, regardless of enrolment status. |
| **Missing CRN/DOB** | Enrolments with incomplete child or parent details due to missing CRN or DOB information. |
| **Unverified CRN/DOB** | Enrolments where the CRNs or DOBs has not yet been verified by DHS. |
| **CRN/DOB Mismatch** | Enrolments where the CRN or DOB does not match the enrolment notices, causing a record mismatch. |
| **Compliance** | The percentage of enrolments that meet all requirements and have none of the issues listed above. Hover the donut chart to view the number of Compliant and Non-Compliant enrolments. |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_kl4taa.png)

###### Section 3: Enrolment Details

Provides you with a detailed breakdown of children with CCS Enrolment issues.
**Important columns to note:**

| Heading | Description |
| ---- |
| **Booking Start** | First Booking date & CCS Enrolment start date. |
| **Booking End** | CCS Enrolment end date. |
| **Status** | Red if Unsubmitted |
| **Signed CWA** | Red if non-compliant |
| **Child CRN, Child DOB, Claimant CRN, Claimant DOB** | Yellow depending on what needs fixing based on the CRN & DOB Status |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1le2g95.png)

### Resolving Enrolment Errors

From the Enrolment Details screen:

1. Select the **name** of the child
2. The pop-up will include further details for the child, select **Go to Enrolment**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_2bjt8h.png)

3. You will be directed from the CCS Enrolment report, through to the Child's Profile and their CCS Enrolment to resolve the errors.
| To assist you further with resolving CCS Errors click [here](https://help.xap.rocks/en/article/help-page-ccss-errors-uh2z2r/#3-ccss-enrolment-errors).

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_gvok5n.png)

### Report Tab 2 - CCS Hours Risks & Booking Hygiene

**The CCS Hours Risks & Booking Hygiene tab helps you optimise occupancy and maintain account balance accuracy. It allows you to:**

* **Compare booked hours with CCS eligible hours** for each child.
* **Identify children booked beyond their CCS subsidised hours**, reducing potential financial risks.
* **Support proactive adjustments** to bookings for better utilisation and compliance.

###### Section 1: Filters

| Heading | Description |
| ---- |
| **Centre** | Filter between Centres (if in Enterprise view). |
| **Booking Date** | Filter bookings by date information. |
| **Fortnight Start** | Filter by CCS fortnights, counts the number of fortnights with errors. |
| Note: Selecting a date range will always return complete fortnights that overlap with your chosen dates. For example: If you select the entire month of **December 2025**, the system will include **Nov 24 – Dec 7**, **Dec 8 – Dec 21**, and **Dec 22 – Jan 4**, because these fortnights intersect with your selected range.

###### Section 2: CCS Hours Status (Count of Children)

| Heading | Description |
| ---- |
| **Over Hours** | Number of children/fortnights where booked hours exceeded their entitled CCS hours. |
| **Approaching Limit** | Number of children/fortnights where booked hours were nearing their maximum entitled CCS hours based on the set threshold. |
| **Under Hours** | Number of children/fortnights where booked hours were significantly below their entitled CCS hours based on the set threshold. |
| **Extender Errors** | Number of children with bookings not covered by the Extend Bookings Scheduler. |
| **Unplanned Booking** | Number of children/fortnights with bookings made outside their regular or expected schedule. |
| **Unused Booking** | Number of children/fortnights where they have an approved schedule but isn’t booked. |

###### Section 3: hours Status & Booking Hygiene Details (noted dates)

Displays a table showing all booking information for each fortnight. Clicking the **plus (+)** icon in the Session\* \*column expands the row to reveal the individual bookings for that specific fortnight and session.

| Heading | Description |
| ---- |
| **Child** | First Booking date & CCS Enrolment start date. |
| **Hours Usage** | Displays % of CCS hours used. |
| **Hours Risk** | Displays if the bookings are at risk (see section 2) e.g. Under/Over/Approaching Hours. |
| **Unplanned Booking** | Indicates if the child has an unplanned booking for the selected dates. |
| **Unused Booking** | Indicates if the child has an approved but unused booking for the selected dates. |
| **Extender Error** | Indicates if the child has a booking extender error |
| **With Issues (Toggle)** | Allows you to toggle this on or off to control the display of enrolments with issues. By default, it is toggled on to show only those enrolments with issues. |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_gauk97.png)

###### Child Modal
Clicking the **Child’s name** in the table should give you a modal that displays more details about their usage and the errors that they may have.
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_mc33ap.png)

### Report Tab 3 - Attendance Risks & Ceased Enrolments
**The Attendance Risks & Ceased Enrolments tab provides a clear overview of key attendance and enrolment indicators. It allows you to:**

* **Track absences**, including first and last days of care.
* **Identify ceased or ceasing enrolments** to manage transitions effectively.
* **Monitor consistent absences** that may signal attendance risks.


###### Section 1: Attendance Risks

| Heading | Description |
| ---- |
| **Consecutive Absen**ces | Total children with no attendances or no bookings for at least **4 consecutive weeks**. |
| **Absence Limit Risks** | Total children with at least **21 days of absences** in the current financial year. |
| **First Day Absent** | Total children absent on their **first** booked day for selected dates. |
| **Last Day Absent** | Total children absent on their **last** booked day for selected dates. |
 
###### Section 2: Breakdown of Individual child details for Attendance Risks totals (Section 1)


###### Section 3: Cessation Overview

| Heading | Description |
| ---- |
| **Cessation Window (Weeks)** | Filter for selected period to view details for. |
| **Recently Ceased** | Total number of enrolments **ceased** in the last **2 weeks** (dates added from filter) |
| **Approaching Cessation** | Total number of enrolments **ceasing** in the last **2 weeks** (dates added from filter) |


###### Section 4: Breakdown of Individual child details for Cessation Overviews Total (Section 3)


![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1d1qodp.png)

###### Child Modal
Clicking the Child’s name in the table should give you a modal that displays more details about their usage and the errors that they may have.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_k9i3ao.png)