Articles on: FAQs

Recommended Reports prior to change of CCS Software

This article will assist you with recommended reports to obtain from your prior to your change of CCSS Software. These reports will assist you with managing your current information for your Migration.

However it is also recommended to keep these reports in case prior session adjustments are required.

You can also contact your current software provider regarding obtaining a backup of your data. You will then be able to access this information from your PC.

Session Information

The recommended reports to have exported from your current software are:

Reports displaying your Children's CCSS Session information, it would be beneficial if the report contains:

Session Times
Attendance Times
Absence Information
Signatory Details

How will this information will assist you.

If you need to make changes to the submitted details eg. Days, Fees or Times were incorrect and need to be re-submitted to CCSS. By having your previously submitted CCSS session information available, this will make it easier for you to have all the information at hand to make these adjustments within the Xap program.

CCSS Enrolment Information

Reports displaying your children's CCSS enrolment information, it would be beneficial if the report contains:

Guardian Name
Guardian DOB
Guardian CRN (if added)
Child Name
Child DOB
Child CRN (if added)
CCSS Enrolment Type
CCSS Enrolment ID

How will this information will assist you.

Some Families and Children won't come across in the Migration process. Some examples of this would be:

The Family is Inactive or has been Deleted in your prior Software
A Child is Inactive or has been deleted in your prior Software

Scenario 1

|f a Family who previously attended your Service and was NOT brought over in the Migration due to eg. Being Inactive or Deleted and are now returning to care and you would like to query down and link their existing/prior CCSS enrolment.

Scenario 2

A Child who did not come across in the Migration due to being Inactive/Deleted in your prior software and the Guardian would now like to provide their missing DOB/CRN information for CCSS reconciliation purposes

Scenario 3

A Child/Family who did not come across in the Migration due to being Inactive/Deleted in your prior software and there has now been CCSS reconciliation from CCSS to their Account creating a Debit/Credit Balance that you would like to manage.

By having your previously submitted CCSS Enrolment information available, this will make it easier for you to have all the information at hand to make these adjustments within the Xap program.

Balances

Report displaying the Closing Balance prior to your Services migration to Xap.

How will this information will assist you.

If there are any last minute finalising of payments or CCSS adjustments from your prior software by having your prior Balance information available, this will make it easier for you to have all the information at hand to make these adjustments within the Xap program.

Child Health Information

Reports displaying your Children's Health information. The Guardians can update this via the Web Portal, however to ensure you have all the information in case of the Guardian delaying with adding the information, this will assist you for compliance. As a Service you can also re-enter this information directly into the Xap program.

It would be beneficial if the report contains:

Medical Details
Special Considerations
Diagnosed Disabilities
Health Considerations
Dietary Requirements
Copy of any Action Plans
Immunisation details
Additional Needs
Aboriginal/Torres Strait Islander Status

How will this information will assist you.

If the Guardian hasn't re-added this information via the Web Portal for Guardians then the Service will still have access to this information to ensure the safety of all children. By having your prior Child Health information available, this will make it easier for you to have all the information at hand to make these adjustments at a Service level within the Xap program.

Custody Orders

Reports displaying any Custody Order information, it would be beneficial if the report contains:

Summary of Order
Expiry Date
Any supporting Documentation

How will this information will assist you.

If the Guardian hasn't re-added this information via the Web Portal for Guardians then the Service will still have access to this information to ensure the safety of all children. By having your prior Custody Order information available, this will make it easier for you to have all the information at hand to make these adjustments at a Service level within the Xap program.

Payment Information

Report displaying the Payment Information for your Families , it would be beneficial if the report contains:

Payment Method Type eg. Direct Debit, B-Pay
Direct Debit Limits (if they have been added)
Direct Debit default payment Day

How will this information will assist you.

If the Guardian hasn't updated some of their Direct Debit Billing Information via the Web Portal for Guardians, then the Service will still have access to this information.
If your Service allows Families to choose their Transaction Day, you can use this report to set the Day yourself via the Families Payment & Account section.
If you have a Family on a Payment Plan or have set Direct Debit Limits in your prior software then you can set this for the Families in Xap by selecting a GAP/Up to amount.

By having your prior Payment Method information available, this will make it easier for you to have all the information at hand to make these adjustments at a Service level within the Xap program.

Updated on: 15/12/2021

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