TABLE OF CONTENTS
- Searching for NsNs
- Daily Operations Checklist
- Weekly Operations Checklist
- Fortnightly Operations Checklist
- Monthly Operations Checklist
- Per Funding Period Checklist
Your Onboarding Specialist will contact MoE and get your Service connected.
Once this action is complete:
Searching for NsNs
You will not be able to search for a child's NsN until your service is connected to the Ministry.
Once connected:
1. Go to the Child Menu
2. Click on the Child Name
3. Scroll down to Centre Details
4. Click on Search NsN
5. Is this the child at your Service, click on Select Existing Child / If not you can click Add this Child to MoE Database
6. Click on Save
Day to Day Operations for a New Centre Manager / Administrator
(Feel Free to copy and customise based on your Operational needs)
Daily Operations Checklist
| Task | Where in Discover / Notes |
| Print Day Sheets | Reports > Children Reports > Daily Sign In |
| Tablet Sign in | If using the Tablet for Digital Sign in, ensure all families have pins & tablets are charged |
| Enter Attendance /Absences | Centre Menu > Attendance Tab > Attendance |
| Check Enquiries | Children > Enquiries |
| Enter New Enrolments | Children > Create New or use Digital Form via Widget Menu |
| Update Staff Roster | Staff Roster > Roster Sheet or Roster Scheduler |
| Record Manual Payments | Payments > Recent Payments or Children > Bill Payer > Make Payment |
| Reverse Manual Payments | Payments > Recent Payments > Select Transaction > Reverse |
| Send Parent Statements if req | Children > Bill Payer > Show Statement |
| Process Day Changes | Children > Enrolment > Edit Week |
Weekly Operations Checklist
| Review Reconciliation Report | Reports > Finance Reports > Financial Transactions |
| Review Aged Debtors Listing | Reports > Finance Reports > Aged Debtors |
| Chase Overdue Payments | Use Statement Reminders Guide |
| Send Weekly Statement/Invoices | Automate or Bulk Actions > Enrolment Invoices |
| Check WINZ Expiry/Details (if using Automated Winz Payments) | Reports > Children Reports > Child Details > Filter WINZ |
| Track Enrolment Changes | Reports > Children Reports > Child Places & Weekly Forecast Report |
| Check Attendance Accuracy | Reports > Children Reports > Attendance Details |
| Review Frequent Absences | Reports > Children Reports > Frequent Absence |
| Children Leaving | Reports > Children Reports > Starting or Leaving |
| ECE/WINZ Overlap Check | Reports > Children Reports > Child Details > WINZ filters |
| WINZ Reconciliation | Reports > Finance Reports > WINZ Payments |
| Check Parent Payments | Payments > Upload Payments > Get Xero Transactions > Check that all Payments have matched via Reference Number |
| Run Weekly Statement Invoices | Bulk Actions > Enrolment Invoices > Push all Email addresses Across >> Email Invoice > Send Now > Create Enrolment Invoices OR Set this up to Auto Run every week! |
| Issue Roster to Staff | Reports > Staff Reports > Email Staff Rosters |
| Staff Sign in and Out for their Shifts Via the Tablet Set Up | Refer to Staff Log in and Timesheets |
| Print & Review Actual Sign in and Out times | Staff Digital Sign in and Out > Reports > Staff Hours by Activity (if using digital Sign in) |
Fortnightly Operations Checklist
Task | Where in Discover / Notes |
Run Payroll Exports | |
Monitor Registered Teacher Ratio | Dashboard & Reports > Finance Reports > Centre Funding |
Check Ministry & Room Ratios | |
Review ECE 50% Rule | Refer to Reports: Frequent Absence Rules and Report |
Spare Teacher Capacity - Rule 44a | Refer to Roster FAQS |
Discretionary Hours | Refer to Rostering Discretionary Hours |
Monthly Operations Checklist
Task | Where in Discover / Notes |
Review Attendance Summary | Reports > Children Reports > Frequent Absence |
Update Staff Registration Details | Reports > Staff Reports > Staff Details |
Add Leaving Dates | Staff Details tab |
Preview RS7 Claim | Reports > Finance Reports > Centre Funding |
Audit Rosters vs Timesheets | Reports > Staff Reports > Hours Detail & By Activity |
Children Changing Rooms/Leaving | Reports > Children Reports > Child Details & Starting or Leaving |
Children Turning 3 - ECE | Reports > Children Reports > Child Details & Birthday Calendar |
| Confirm ELI | Ministry > Confirm ELI |
| Send out Attestations for Changes in Enrolments due to Frequent Absences | Reports > Children Reports > Frequent Absences |
Per Funding Period Checklist
| Task | Where in Discover / Notes |
| Review Registered Staff % | Reports > Finance Reports > Centre Funding |
| Update Parent Contact Info | Use Parent Portal or Child Profile Report |
| Rs7 Funding Checklist | Refer to RS7 Funding Checklist |
| Reports to assist with Funding | Refer to Reports: MoE Funding |
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