As you wrap things up, there are just a few final steps to take in Discover to finalise your data and ensure your account is closed off smoothly.
Please note: If Child & Staff Records do not have an ends date three business days after the Change of Ownership takes place, Discover will action this on your behalf.
Here’s what to do:
- Remove any calendar entries that fall after the centre’s closure date
As data syncs through to MoE throughout the day, these need to remove as an indication that the centre has in fact closed.
Knowledge Base Article: How to remove Calendar Entries - Remove any Roster Entries that fall after the Centre's closure date
Any future Rosters need to be removed from Discover as information is synced twice daily to relevant departments. We need to ensure that the closure events and data matches.
Knowledge Base Article: How to remove Roster Entries - Confirm Eli
Your Data goes through to Eli 2 x daily. Discover asks you to confirm Eli monthly, to ensure the information is correct that has been sent through.
To confirm your Eli Data see here
Please note: Once your service has been offboarded, we are unable to reconnect you to confirm or review your ELI data, as your access to both ELI and MoE will be removed - Add a leave date for all staff records
Record the last day of operation for each staff member.
Knowledge Base Article: How to add Leave Dates to Staff Profiles - Add a leave date for all child enrolments
Enter the last day of operation as the leave date for each enrolled child.
Knowledge Base Article: How to End Child Enrolments - Untick Automated Invoicing & Tick on Automate Quarterly Boost Statements
If you use Automated Invoicing, you will need to ensure that this option has been disabled.
If you tick on Automate Quarterly Boost Statements you won't need to remember to sign in to Discover and send them at the end of the Quarter.
Knowledge Base Article: Offboarding Invoicing & Parent Payments Instructions - Download Relevant Reports
If you are opting out of Archived Access you will need to download any Reports you require. Especially any you will require for any audits that can go back up to 7 years.
Knowledge Base Article: Reports in Discover
- Remove Enrolment/Enquiry Widget from the Service Website
If you are using the Widgets on your website, these will need to be removed.
- Update Enquiry/Enrolment Settings
This will prevent future enrolments from being created past the closure date.
Knowledge Base Article: How to update Enquiry, Enrolment & Waitlist Settings - Download your Centre Funding Report
Save a copy of the Centre Funding Report for the upcoming RS7 funding round. Please provide this to the new owner.
Go to Reports > Finance Reports > Centre Funding Report > Select the dates, Settings etc > Get Report.
- RS7 Funding SubmissionChange of Ownership - last day of operation is last day of funding roundIf your last day of operations is the last day of the funding round, We need you to submit your RS7 within 3 business days. If this has not been actioned by then, you will need to submit this via the Paper Form see instructions here The Onboarding Specialist working with the New Owner will advise once the data migration is completed. This is when you can begin your offboarding tasks.Change of Ownership Any other time of the Funding Round:If your Change of Ownership is mid funding cycle, you will need to provide the Centre Funding Report to the New Owner. They will submit the prior information via email, and their Ownership period via Discover. Any washups are worked out outside of Discover. See here for further information. The Onboarding Specialist working with the New Owner will advise once the data migration is completed. This is when you can begin your offboarding tasks.
Closing Centre Any other time of the Funding Round:If your service is closing mid funding round, you will need to submit your RS7 via paper at RS7 time. See here for further information. You can begin your Offboarding Tasks with a leaving date for the records as the last day of operation.