Children's Centre Database
Click here to access the children's centre database or read on for help using it.
Using the database
Please download a guide to using the database. You can also find information at L:\GROUP\SureStart\Database\Quick Guides to database (CR)
Problems with the database
There is now a blank faults/queries log in L:\GROUP\SureStart\Database\Faults Log.
Please log any general faults/queries on the sheet before talking with your Locality Support Services Manager. This is so we can get a better picture of anything that is/or is not happening. Locality Support Services Managers will regularly review this sheet and try and resolve or advise on issues.
However if the database does not load up or a page freezes then that is a tech query that IT need to fix. Please direct these tech queries to Claire Ruston either by phone or email so they can be dealt with ASAP.
Inputting new attendance information
It is important that you do not set up activities yourself in the database. Activities will be set up by your Locality Support Services Manager from details provided by the Team Leader on the new format Project Plans.
When you set up a new session please do not change the session Title, Description, ECM outcome, Session Aim, Service Provider or Target Group. All you need to do is choose the worker that ran that session and the date of the new session. Any changes made to the title sets it up in the system as a totally different activity which as you can imagine plays havoc with our reporting.
Once you have saved your activity you should be checking if the session is saved by going back to the input screen, select session and searching for the session you have just set up. PLEASE NOTE: if the session is not there DO NOT set it up again, just log out of the system and back in to refresh the system.
If you have an activity that has stopped running altogether or an activity that is not currently running but is due to restart in the future you must inform your Locality Support Services Manager who will mark in the system that that session in 'inactive'. Once it is marked as 'inactive' it will not show on the select session screen and you will be unable to add attendances to it. However attendances for the session will still show in an individuals attendances tab.
If you have any questions please discuss with your LSSMS.
Correspondee Check
Everyone that adds families to the database:
Please can I remind you all to check that when you add a family you ensure that the main carer is set as a correspondee.
Information Champions (receptionists):
You should also be using the correspondee check in the database (via system admin panel) to ensure that:
- that each address has a correspondee
- there is only one correspondee set for each address in your area (unless there is a specific reason such as two families live together at an address etc)
If you double click the area title on the table it brings up, it will sort the addresses in area order so you can easily find the addresses in your area.
The only address that does not need to be checked for correspondee is 'Unknown, Unknown York'.
As we send mail shots etc to Correspondee we need to ensure that this information is kept up to date.
Mail Merges
Please download instructions for mail merges.
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