QLD Kindy for all - Creating a Forecast - Sessional Kindergartens

Forecasts

CGBs are required to submit biannual forecast enrolment data to the Department to inform Subsidy calculation and entitlements.

Forecasts are submitted in advance at the beginning of each semester.

A forecast and acquittal are required to be submitted, regardless of whether there is an ECT delivering the Approved Kindergarten Program.

QLD Kindy for all actions:

Step 1: Create a Kindy program

Step 2: Create a Forecast

Step 3: Apply QLD Kindy Payments

Step 4: Submit an Acquittal

Key Items to ensure have been completed prior to creating a Forecast

Action	Description
Gender	Required - If populated in the child's enrolment form, it will auto-populate on the acquittal, children without this data pre-populated will need to have this information populated on the Acquittal.
Address	Needs to be populated as a part of the Acquittal process. If the Child does not have this information, the child enrolment form will need to be updated, and the child re-added to the Acquittal. see: Adding Child Address

Gender is required for all children

If populated in the child's enrolment form, it will auto-populate on the acquittal. Any children without this data populated in their enrolment form will need to have this information populated on the Acquittal.

Addresses for children need to be populated as a part of the Acquittal process. If the Child does not have this information, the child enrolment form will need to be updated and the child re-added to the Acquittal.

The address will not populate from the address in the Guardian details see: Adding Child Address Information

Any additional questions are still being captured e.g. VISA's, Multiple Birth etc.
Kindergarten programs have been created commencing from Q1 see: QLD Kindy for all - Creating a Kindy Program with correct Teacher information including Qualification status

Note, a Forecast needs to contain all programs that have been approved for operation by QGrants. This include programs that may not be running due to a lack of enrolments or qualified teacher. In this scenario, you will need to submit a blank program to QGrants. Please see the guide for Setting up a blank Acquittal or Forecast for submitting to QGrants

Attendances have been re-synced on the Kindy programs to ensure all the required children including new children who weren't included on the forecast are added to the Kindy program
Public Holidays have been actioned see: Settings - Holidays & Exceptions
Attendances have been marked for the Kindy children see: Managing Incomplete Attendances

Step 1: Create the Forecast

To create a Forecast for QLD Kindergarten funding.

Select the Bookings & Attendances screen
Select the Kindy Funding tab
Select the Forecast Tab
Select the green + add button

Select the Centre name to create the program for (The centre name will automatically be displayed if you are in single centre view)
Select the Program name
Select the Forecast year from the drop-down
Select the Forecast period
Tick Copy child details from previous acquittal (if applicable)
Select Save

Step 2 - View the Forecast

This step allows you to:

View the Forecast to allow corrections
Add any further programs for this Centre and Forecast period

Select the 3 dot menu next to the forecast to view
Select View from the drop-down menu

Step 3: Complete the Forecast

The Forecast Summary screen will display:

1. Program Details

Select the Pencil to edit the information

Add in any further Unknown enrolments
Add in the Total Fee for the children booked into the Kindy program
Select Save

2. Teacher Details

To ensure your teacher information is correct:

Click on the Arrow to expand the section.

The Teacher Details section will display:

Teacher/s linked to the Kindy Program for the forecast period
Qualification Status

Note: At least 1 of the teachers is required to be set to Fully Qualified, it is recommended all Teachers have a Qualification set. If the Teacher information is incorrect. Delete the Forecast, add in the correct teacher information into the Kindy program, then re-create the Forecast.

3. Program Days of Operation

Weeks for the Semester
Operational Y or N
Hours for the Kindy program
Days of operation for the Kindy program

4. Child Information

The Acquittal Summary will display the mandatory fields that will need to be completed to allow the forecast to be successfully submitted.

The status will display Incomplete if mandatory fields aren't completed.

Note: The mandatory fields that will need to be completed to allow the forecast to be successfully submitted. see: Warnings & Errors

Heading	Description
a Child Details	Child details for required for Free Kindy eligibility including complete/incomplete status
b Week start	The weeks the child is booked to attend the Kindy program
c Hours Enrolled	The days and hours the child is booked into the Kindy Program

If any of the Mandatory fields are incomplete will need to be added to allow the forecast to be submitted.

Step 3 - Adding in missing Forecast information

There are mandatory questions that need to be populated for the forecast, some of this may have already been captured via the Child's Enrolment form.

Note: The Address details of the child will need to be added directly onto the child details of the Family. see: Adding Child Address Information If there are only a few children with a missing address you can Delete the child from the forecast and then re-add them once you have updated the Child address details. If there are multiple children missing address details, best practice is to delete the forecast, add in the missing addresses and re-create the forecast. If you delete the forecast, it will delete any data that has been added previously on the forecast summary eg. VISA details, this information will need to be manually re-entered for each child.

Select the 3dot menu next to the child
Select Edit from the drop down

Ensure gender is selected

Note: Does not update on the child details/enrolment form this only updates on the forecast summary form.

Select Yes or No to these fields
Add VISA Types if applicable
Select Save

The* indicates the Questions that are mandatory to complete, if any of these questions are not answered the forecast will not be able to be submitted.

Step 4 - Adding in additional registered programs

From the Forecast Summary screen

Select the + Programbutton

Select the Program name from the drop-down
Tick if you would like to copy child details across from a previous acquittal
Select Save

Repeat the process to add any other additional registered programs into the forecast.

Step 5 - Adding in additional Children to the Forecast

There may be additional children that you would like to add onto the forecast.

Select the + Child button

Select either:

Selected Children - Displays all children booked into the Service
Based on the Booking - Allows you to apply filters on eg. Room, Booking dates etc to display the refined list of children to select from

Select Save

Step 6 - Verifying the Forecast

Once all the details have been updated or corrected by viewing the forecast, it will be a draft status and is ready to verify.

The Verify option allows you to do a final check to ensure all mandatory information has been added before the final step of submitting the forecast

If the Verification is successful with all errors resolved the pop-up will display Verification successful

To assist you further with errors see: Warnings & Errors

The forecast can also be verified via the Forecast Summary screen.

Select the 3 dot icon next to the forecast
Select Verify from the drop-down menu

Step 6 - Submitting the Forecast

The final step is submitting your forecast.

Submitting a forecast is final. Once submitted, there is no course through the software to make changes, and you will need to contact QGrants for assistance. Please be sure to always verify the forecast first and only submit once you are sure the data is correct.

To submit the Forecast:

Select the 3 dot icon next to the forecast
Select Submit from the drop-down menu

The Forecast status will update to display as submitted

Updated on: 05/02/2026

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