Frequently Asked Questions

General Information | Account Setup | Designated System Administrator Training | Technical Support | Return to Welcome Page

General Information

What is the Child Care Attendance Tracking Application?

The application is a web-based program for child care facilities (providers) that are contracted with one of the 28 local child care services contractors across the state. It will allow providers to track and submit attendance and contact logs on line, and eliminate the submission of paper 2455 Forms and contact logs. Child care providers will be able to submit bills on a monthly or bimonthly basis, just like the current paper based system.

If I am not contracted with the local child care services contractor but I have clients paid for by the contractor can I use the system?

Not currently. Future plans call for expanding the system to self arranged child care providers that are not contracted.

Do I need to have a computer at my day care center to use the system?

Not necessarily. The system is completely web enabled just like a Hotmail or Yahoo e-mail account, you can get into the system from any computer in the world that is connected to the internet. This means that a provider that doesn't have a computer at the facility can record their attendance and contact log on paper, then enter the data on a computer at home or another location and submit it to the child care contractor.

Account Setup

How can I get an account and begin using the system?

1. The child care facility owner or manager should download both the User Permission Form and the Provider Security Agreement. There are two versions of the User Permission Form. One can be printed, filled out and mailed or faxed to the child care contractor. The other can be filled out on your computer and e-mailed to the contractor. (You need to have Microsoft Word 97 or higher in order to use the e-mail form. After you download the form and fill it out, you will be required to save the form with a different name. Then attach the file you saved to an e-mail and send it to your designated system administrator.) User Permission Form.doc - (Version for e-mail submission) User Permission Form.pdf - (Version to print and mail or fax) Provider Security Agreement.pdf To view and print PDF files, you will need Acrobat Reader, available free of charge from Adobe Systems Incorporated. 2. The child care facility owner or manager fills out a User Permission Form for each person they want to set up. Then they e-mail, regular mail or fax the form to the designated system administrator. 3. The designated system administrator sets up the new user account in the system. 4. The system administrator sends the user ID and temporary password back to the child care facility owner or manager via e-mail, telephone or regular mail. 5. The facility owner or manager will print and fill out the Provider Security Agreement (both the user and provider owner or manager must sign this form.) Send the original of the Agreement to the child care contractor, keep a copy, and give a copy to the user. 6. The owner or manager can then give the user ID and temporary password to the user and the user can begin using the system. The first time the user logs into the system, they will be required to change their password so they are the only person who knows their password.

Designated System Administrator

Who is my Designated System Administrator?

Each local workforce development board will set up the system a little differently and that will determine who the designated system administrator is for each person. If you already have user access, the person who set up your user access is your designated system administrator. If you are not a user but would like to be, contact your local child care contractor. The table below shows who would be the designated system administrator for most users.

User Group	Designated System Administrator
TWC staff	TWC System Administrator – Child Care Services staff
Local Workforce Development Board staff	Board System Administrator (generally your automation coordinator, maybe the Contractor PAC in some cases)
Child Care Contractor staff	Contractor System Administrator (generally the Program Automation Coordinator - PAC)
Organization staff (i.e., a provider corporate office or local headquarters)	May be an Organization System Administrator (someone in your corporate office) or the Contractor System Administrator
Day care center staff at a chain location – YMCA, Extended Care, etc.)	May be someone at your location or the Organization System Administrator (someone in your corporate office) or the Contractor System Administrator
Provider staff (at an independent facility)	May be someone at your location or the Child Care Contractor system administrator (generally the Program Automation Coordinator)

Training

How can I get training on the application?

The following training presentations are PDF (Portable Document Format) files. To view and print PDF files, you will need Acrobat Reader, available free of charge from Adobe Systems Incorporated. - Basic Overview (PDF: 255KB/27 pages)   - Provider Training Presentation (PDF: 629KB/41 pages) - Provider User's Guide (PDF: 33KB/5 pages)   - Contractor Training Presentation (PDF: 290KB/36 pages) - Contractor User's Guide (PDF: 27KB/4 pages)   - System Administration Training Presentation (PDF: 358KB/27 pages)

Technical Support

How do I get technical support or help on the application?

Generally you will contact your designated system administrator. The following document shows you who to call when you have technical support problems or questions on the application. Please download this and use it as a guide. Support Matrix.pdf

I am a system administrator and my users have questions I can't answer. Who do I contact?

Generally, you will call the system administrator that set you up. The following document shows you who to call when you have problems or questions you can't answer. Escalation.pdf

Logging On

What happens the first time I logon? Your designated system administrator provided you with a User ID and temporary password. [If you do not have a User ID and temporary password see Account Setup above.) When you logon for the first time, after you enter your User ID and temporary password, you will be forwarded to a Change Password page to change your password. The designated system administrator sets your User ID, you can not change your User ID. How do I cancel my User ID and password account? You must contact your designated system administrator, and e-mail a cancellation request. Trouble logging on? Authorized users who enter an incorrect password on three consecutive tries will have their system access revoked. To request reinstatement, contact your designated system administrator.

Forgot Password

Oops! I forgot my password, what can I do?

The system will display the question you had previously established, and allow you to provide the encrypted answer to your question. If you provide the correct answer, the system will “recognize” you and allow you to create a new password. When you create a new password, you will also be directed to provide a new question, and an answer to that new question.

Trouble logging on?

Authorized users who enter an incorrect password on three consecutive tries will have their system access revoked. To request reinstatement, contact your designated system administrator.

Logon Revoked

My logon has been revoked what can I do?

Please contact your designated system administrator to have your account reset.

Change Password

When do I change my password?

Users can change their password at any time. State, board and contractor users are required to do so every 60 days. Organization and provider users are required to change theirs every 180 days. New passwords are checked against a six password history. You cannot use any of your previous six passwords when attempting to change/retype a new password. Tips for selecting your password: The password must be 6-32 characters. Most characters are allowed, including letters and numbers. Spaces are not allowed. Activated passwords are case sensitive.

What added security is available if I forget my password?

When you reset your password, our application allows you to enter a security question and record an (encrypted) answer to your question. Only you know the security question and answer. When you can’t remember your password, you can have your question displayed, and provide the answer to your question. Providing the correct answer allows the system to recognize you, and it will then allow you to change your password again.

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