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DayCare A Day Care Facility Information Management System Version 1.0 Copyright 1992 All rights reserved written by Martin L. Waldman 8401 N. New Braunfels San Antonio, TX 78209 210-822-6632 Distributed by Software Co-op 5437 Honey Manor Drive Indianapolis IN 46241 317-856-6052 TABLE OF CONTENTS Page PART 1. INTRODUCTION .................... 1 1.1 Starting DayCare ........... 1 1.2 Using the Keyboard ......... 2 1.3 Screen Displays ............ 3 1.4 The Function Menu .......... 3 PART 2. MAINTAIN RECORDS ................ 4 2.1 Organization information .... 4 2.2 Personnel information ....... 5 2.3 Group information ........... 6 2.4 Member Child's data ......... 7 2.5 New Child Registration ...... 7 PART 3. PRINT REPORTS ................... 8 3.1 Facility Information ........ 8 3.2 Roster of group ............. 8 3.3 Composite attendance ........ 8 3.4 Attendance notices .......... 9 3.5 Hours Slips ................. 9 3.6 Blank forms .................10 PART 4. OTHER FUNCTIONS ................ 11 4.1 Log daily attendance ....... 11 4.2 Edit Attendance record ..... 11 4.3 Select a different group ... 12 4.4 Date Check ................. 12 1 DayCare Version 1.0 PART 1. INTRODUCTION DayCare is a program designed to assist you in the day-to-day management of information needed to run a day care facility. The program also allows you to print many of the forms needed for such an activity, thus reducing the need to stockpile expensive printed forms. The program will run on any computer system that operates using DOS 2.x or higher, has 300k of available memory and a color monitor. Support is provided for both Epson FX/IBM Graphic compatible dot matrix printers and HP LaserJet compatible laser printers. All of the information concerning the facility, the staff, and the clients are maintained in files that are created and can be updated by the program. New or changed files are rewritten to disk whenever you exit from the program or when you select a different file. 1.1 STARTING DayCare The DayCare distribution diskette contains the executable program (DAYCARE.COM) which can be run directly on diskette or copied to a hard disk. DayCare reads and writes data files on the current default drive and directory. The program itself may be resident on any directory as long as DOS can find it or you include the pathname in the command line. To start DayCare you must log on to the drive and directory where the DayCare data files are to be stored and, at the DOS prompt, enter the command "DayCare" The program first looks for a file called DAYCARE.ORG on the current directory. If it is not present, a new file will be created and you will be taken automatically through the functions described below for entering Organization and Personnel information. You will then see a display from which you must select a group file by entering a number (see para. 4.3 SELECT A DIFFERENT GROUP) -- if you do not the program terminates. NOTE: In this manual a letter inside angle brackets is used to indicate a single key press -- the shift key need not be held down. The Function Menu is then displayed. Pressing a letter key will invoke the named function. When you exit from a function you will be returned to the Function Menu. If you press the <X> key at the Function Menu display, the following message will appear: Exit from DayCare (Y/N) ? Pressing the <Y> key will exit from DayCare to the DOS prompt. Pressing any other key will return you to the Function Menu. If you have not yet registered your copy of DayCare you will be given the opportunity to print a regisistration form for your use. 2 DayCare Version 1.0 1.2 USING THE KEYBOARD Each activity in DayCare requires a specific entry from the keyboard. The type of entry, and the specific limits for each entry, are shown in the Dialog Box at the bottom of the screen. A blinking cursor appears. The instructions use the following terminology. "Press" means you need press only a single key, either a letter or a number. The key list refers to the highlighted characters in the window display. The Shift Key should not be held down. If you press a key not listed in the instruction, an error message will be displayed and you will be taken back to the prompt. "Return" refers to a key that may be labeled RET or ENTER. "Edit" indicates that you can change individual characters in the highlighted area directly on the screen. Typing a character replaces the one at the cursor. During editing the <INS> key inserts one blank space at the cursor, the <DEL> key deletes the character at the cursor, the <BackSpace> key deletes the character before the cursor. The left and right arrow keys move the cursor one character at a time. For multi-line areas, the up and down arrow keys let you move to a different line. The <HOME> key moves the cursor to the beginning of the area, the <END> key to the end of the area. To save the changed area press Return. Pressing the <ESC> key exits from editing without saving the changes. "Enter" means you are expected to either type a number or a new character type entry (see "Edit"). For numbers use the backspace key to make corrections. Press the Return key when you have completed your entry. When entering a number pressing Return alone (not ESC) causes no change to be made. Entering a 0 (zero) causes that value to be stored where appropriate. The value zero is displayed as either a blank or a "0" on the screen. An error message will appear if your entry exceeds the limits of a number. After every addition or change, you will be given the opportunity to correct the information before it is saved on the permanent file. Every instruction in DayCare gives you an opportunity to "back out" of the routine, or continue on, without making a change in the displayed values. Pressing only the Return key, or the letter "X" where specified, will take you back to the previous instruction or display. 3 DayCare Version 1.0 1.3 SCREEN DISPLAYS DayCare uses 80 x 25 text displays for group selection, menus, and data entry functions. For example, the Function Menu looks like this: ____________________________________________________________________ / \ DayCare Version 1.0 Group: Sample Group 9/ 2/91 15:25:41 4/21/92 5 Children ---------------------------------------------------------------------- ---Maintain Records --- ---Print Reports --- Organization information Facility Information Personnel information Roster of group Group information Composite attendance Member Child's data Attendance notices New Child Registration Hours Slips Blank forms ---- Other Functions ---- Log daily attendance Edit Attendance record Select a different group Date Check ---------------------------------------------------------------------- Press O, P, G, M, N, F, R, C, A, H, B, L, E, S, D or eXit from DayCare \____________________________________________________________________/ The top two lines on the screen are the "Banner". Line one of the Banner shows the system name and version number, the current active group title and starting date, and the current time and date. Line two shows the number of children enrolled in the group or the name of the individual whose information is being displayed. The middle part of the screen is the "Window" which is used to display the name of the current activity and menus, lists, information from files, messages, special instructions, etc. The bottom two lines are the "Dialog Box". These lines carry the instructions for pressing a key or entering the other information, accept input from the keyboard, and display error messages. 1.4 THE FUNCTION MENU The functions available in DayCare are listed under three major headings. Each function is described in detail below. Pressing the highlighted letter key will invoke the named function. When you exit from a function you will be returned to the Function Menu. 4 DayCare Version 1.0 PART 2. MAINTAIN RECORDS These five functions allow you to enter and edit the information that is kept in the data files used by DayCare. 2.1 ORGANIZATION INFORMATION This function is used to select a printer type and enter the information describing the organization that runs the day care facility. Enter a number to add or change information on file. Pressing the Return key alone takes you back to the Function Menu. The current values on file will be displayed, for example: ____________________________________________________________________ / \ DayCare Version 1.0 15:26:11 4/21/92 ---------------------------------------------------------------------- Organization information 1. Organization Name The Emerald City Day Care Center 2. Street Address End of the Yellow Brick Road 3. City, State, Zip Emerald City, OZ 00000-0123 4. Telephone number 000-555-1212 5. Proprietor(s) Frank L. Baume 6. Street Address 123 Teertson Place 7. City, State, Zip Eherhwon, Kansas 8. Social Security Number 987-65-4321 9. License granted by The Good Witch of the East 10. ID number and Date # 1 1/1/26 11. Type of Printer Dot Matrix ---------------------------------------------------------------------- To make a change enter the item number or press Return (no change) \____________________________________________________________________/ For items 1-10 enter the number to select the item, then edit the line using the procedure explained in para. 1.2 above. When you enter the number 11, you will see a display of the Printer Types that are to be used to print all reports. Printing may be done either with an Epson FX/IBM Graphic compatible dot matrix printer or an HP LaserJet laser printer. Enter a code number or press Return for no change. NOTE: The program expects that the printer you select is the DOS default PRN device. When you register your copy of DayCare you will receive a registration number that may be entered by choosing item 12. Once you have entered a correct number all the reminders in the program will disappear. 5 DayCare Version 1.0 2.2 PERSONNEL INFORMATION This function is used to enter information pertaining to the director and staff of the day care facility. The first display will show you the name of the director and the number, name, and position of each of the recorded staff members (maximum 20). Enter a "D" or a staff member number's to add or change information on file. Pressing the Return key alone takes you back to the Function Menu. The current values on file will be displayed, for example (if you entered "D"): ____________________________________________________________________ / \ DayCare Version 1.0 15:27:46 4/21/92 Dir: Wizard-of-Oz, The Mighty ---------------------------------------------------------------------- Personnel information 1. Last name Wizard-of-Oz 2. First name & MI. The Mighty 3. Social Security No. 000-00-0000 4. Sex & Date of Birth Male wont say 5. Street address The Palace on Yellow Brick Rd. 6. City, State, Zip Emerald City, Oz 000000-1234 7. Position & Date of Hire Director 1/1/26 8. Date First Aid training 12/12/12 9. Date CPR certification 10/20/30 10. Caregiver License by THe Oz Extrordinary Health Dpt 11. License Number & Date # 0000100 - 10/21/30 ---------------------------------------------------------------------- To make a change enter the item number or press Return (no change) \____________________________________________________________________/ Enter an item number and follow the instructions in the Dialog box to add or change information on file. Pressing the Return key alone takes you back to the personnel list. 6 DayCare Version 1.0 2.3 GROUP INFORMATION This function is used to edit the identifying information for the currently active day care Group. Enter a number to select the item, then follow the instructions in the dialog box. Pressing the Return key alone takes you back to the Function Menu. ____________________________________________________________________ / \ DayCare Version 1.0 Group: Sample Group 9/ 2/91 15:28:32 4/21/92 5 Children ---------------------------------------------------------------------- Group information 1. Group Identification Sample Group 2. Group Start Date Mon 9/ 2/91 3. Care Giver in charge Old Woman Who Lived in a Shoe! 4. Medical Consultant The Wizard of San Antonio 7820 5. Session Start Time 09:30 6. Ending Time 16:45 7.25 hours --------------------------------------------------------------------- To make a change enter the item number or press Return (no change) \____________________________________________________________________/ 2.3.1. Group Identification This name will appear in the group selection listing, the screen banner and the headings of all reports pertaining to this group. When a new group file is started, the name "New Group" is assigned by the program and should be changed to avoid confusion. 2.3.2. Group Start Date This date, which appears wherever the group name is printed, is the base date of the internal 12 month calendar for this group. The default is the current date. At the prompt enter the month number as 1 or 2 digits, a slash (/), the day of the month as 1 or 2 digits, a slash, and the last 2 digits of the year (90-99 = 19yy, 00-50 = 20yy). The program will calculate and display the day of the week. 2.3.3. Care Giver in charge 2.3.4. Medical Consultant Edit these two items as explained in para. 1.2 above 2.3.5. Session Start Time 2.3.6. Ending Time The times must be entered as a 4 digit number using the 24 hour clock system (0000 - 2359). The program will calculate and display the number of hours that elapse between the two times that were entered. 7 DayCare Version 1.0 2.4 MEMBER CHILD'S DATA This function is used to edit the identifying information for a member of the currently active day care Group. When you press <M> at the Function menu you will see a numbered list of the members of the group (multiple pages if necessary). Enter a child's number or press Return alone to go back to the Function menu. You will then see a list of the information on file, for example: ____________________________________________________________________ / \ DayCare Version 1.0 Group: Sample Group 9/ 2/91 15:30:35 4/21/92 # 1. Alamagoosa-Bexarmosa, Tristanaslovani ---------------------------------------------------------------------- Member Child's data 1. Last name Alamagoosa-Bexarmosa 2. First name & MI. Tristanaslovani 3. Answers to name Goosie 4. Sex & Date of Birth Female 02/30/88 5. Parent's name Harvey J. Alamagoosa-Bexarmosa 6. Street address 10028 North Frobisherns Avenue 7. City, State, Zip San Antonio, Texas 78209-3200 8. Emergency phone no. 1-000-854-9208 ext3247 9. Person to call Mother-Gladys Alamagoosa-Bexar 10. Remarks, Med Hist., etc. This is a test of the recorded information on one child. This field is designed to allow any kind of information that will help give care ---------------------------------------------------------------------- To make a change enter the item number or press Return (no change) \____________________________________________________________________/ Enter a number to select the item, then follow the instructions in the dialog box. Pressing the Return key alone takes you back to the list. 2.5 NEW CHILD REGISTRATION When you press <N> at the Function menu, the program checks to see if there is room for another child (maximum 50) in the currently active group. If so the new child will be assigned the next number in the group and you will be serially prompted to enter the information listed above. When the list is finished, you will be given the opportunity to make corrections before the information is placed in the group file. 8 DayCare Version 1.0 PART 3. PRINT REPORTS When you press one of the keys designated as a report on the function menu, you may be prompted to enter one or more parameters that define the report to be printed (child numbers, month, form name, etc.). Then, a message in the dialog box will remind you to set the selected type of printer "on line". If you have a printer buffer attached, make sure it too is turned on. NOTE: The Printer Type can be set on the Organization Information menu -- see paragraph 2.1. above. The printouts from DayCare use 9 inches per page. To center the top and bottom margins on a dot matrix printer, the paper should be set so that the first line will print one-half to one inch down from the top of a new page. The margins for a laser printer are set automatically. Press <P> when you are ready, or <X> to abort the printing. If the printer is still not ready to print, you will see a second prompt that reminds you to make it ready or to exit without printing. If you have not reigistered this copy of DayCare a reminder will be printed at the bottom of each page of every printed form. 3.1 FACILITY INFORMATION This report, generated by pressing <F> at the function menu, contains all the information recorded on the Organization Information file plus the information recorded for the Director and for each of the other staff Personnel where information has been recorded. 3.2 ROSTER OF GROUP This report, generated by pressing <R> at the function menu, contains all the information recorded for the currently active Group on the Group Information file plus all the information recorded for each of the group members currently on file. 3.3 COMPOSITE ATTENDANCE When you press <C> at the function menu, you will be prompted to select the month which the report will cover. The report contains the attendance recorded for each member of the currently active group for the month selected (see paras. 4.1 & 4.2 below). The hours per day for each child are printed on two lines -- the first line for days 1-15, the remainder of the month and the total for the month on the second line. 9 DayCare Version 1.0 3.4 ATTENDANCE NOTICES When you press <A> at the function menu, you will be prompted to select the month which the notices will cover and then to select the range of group members for whom individual notices are to be printed. The notices are printed in letter format addressed to the person recorded as Parent and to the address on the child's data record (see para 2.4 above). Each contains the attendance recorded for one member of the currently active group for the month selected (see paras. 4.1 & 4.2 below). 3.5 HOURS SLIPS When you press <H> at the function menu, you will be prompted to select the month which the slips will cover and then to select the range of group members for whom individual slips are to be printed. The slips, printed three to a page, contain the attendance recorded for each member of the currently active group for the month selected (see paras. 4.1 & 4.2 below). 10 DayCare Version 1.0 3.6 BLANK FORMS The DayCare program allows you to print a series of blank forms for various purposes so that you do not have to stockpile expensive printed forms. Simply print the number of forms you currently need. NOTE: THESE FORMS HAVE BEEN DESIGNED TO CONTAIN INFORMATION SUGGESTED BY TEXAS STATE REGULATIONS AND THE AMERICAN RED CROSS CHILD CARE COURSE. SOME MAY NOT BE APPLICABLE TO YOUR AREA. YOU SHOULD CHECK WITH YOUR LOCAL LICENSING AGENCY BEFORE USING THEM ! When you press <B> at the Function menu, you will see the following list of the available blank forms. ____________________________________________________________________ / \ DayCare Version 1.0 17:07:15 4/29/92 ---------------------------------------------------------------------- Blank forms 1. Child Injury Report 2. Facility Injury Log 3. Safety Check Worksheet 4. Consent and Contact Form 5. Infectious Contact Letter 6. Parent's Medicine Consent Form 7. Caregiver Medicine Check 8. Child's Medication Record 9. Symptom Checklist 10. Suspected Child Abuse Questions ---------------------------------------------------------------------- Enter a form number or Return \____________________________________________________________________/ After you enter the form number, you will be prompted to enter the number of copies you wish to print and then will see the standard "printer ready" message. After the printing is finished, you will be returned to the form list display where you may choose another form or just press return to go back to the Function menu. 11 DayCare Version 1.0 PART 4. OTHER FUNCTIONS 4.1 LOG DAILY ATTENDANCE This function, initiated by pressing <L> at the function menu, allows you to record the amount of time (in hours and tenths of hours) that each member of the group was present at the facility for a specified day. You will first be prompted to select the day. At the prompt enter the month number as 1 or 2 digits, a slash (/), and the the day of the month as 1 or 2 digits. The program will calculate the year based on the starting date for the group and the day of the week. You will then be presented, one at a time, with each member's number, name, and amount of time currently on record for that day (if any). Enter the amount of time for the child as hours, a decimal point (period) and tenths (if any) -- for example, for 7 1/2 hours you would enter "7.5". The display will reflect the entry you made and go on to prompt you for the next member's time. When you have completed 10 entries, or reached the end of the group list, you will be given the opportunity to make any changes needed before the information is placed in the group file. After you have finished the entries for the selected day, you will be returned to the date prompt. Press only return to go back to the function menu. 4.2 EDIT ATTENDANCE RECORD You may also change the attendance information on an individual child's record by pressing <E> at the function menu. You must then select the child from a list of group members, and then select the month you wish to edit. You will see a display of the hours recorded for the child for each day of the selected month. To change information, enter the day number and then, when prompted, the new number of hours and tenths. When you are finished (press Return only), you will be taken back to the month select list, then the member select list, and finally to the Function menu. 12 DayCare Version 1.0 4.3 SELECT A DIFFERENT GROUP This function will be invoked when you first start DayCare and may also be accessed by pressing <S> at the Function Menu display. A numbered list of the Group names and starting dates in the files on the current directory will be displayed. Type the number of the DayCare Group you want to work with, then press the Return key. If you press Return without typing a number, you will be returned to the Function Menu with the current file still active. To create a new group file, enter a "+" sign. The program will check to see if there is room on the current drive and directory for a new full size file (100k) -- if not a warning message will be displayed. NOTE: A directory may contain up to 30 DayCare group files. If there is room for a new file, or if there is no group file on the current directory, one will be created whose name has the format YMddhhmm.DCG where: Y = a letter designating the current year (A=1990, etc.) M = a letter designating the current month (A=Jan. etc.) dd = 2 digits for current day of the month hh = 2 digits for current hours (24 hour clock) mm = 2 digits for current minute The file extension .DCG indicates that this is a DayCare Group file and therefore may not be changed. All new group files will be given the group name "--New Group-" and the current date as the stating date. You will then be taken automatically through the items on the Group Information display (see para. 2.3). When you are finished, the function menu will be displayed. 4.4 DATE CHECK This is a utility routine that let's you determine the day of the week and the number of the day of the year for any date from Jan. 1, 1990 through Dec. 31, 2050 (no records are affected). At the prompt enter the month number as 1 or 2 digits, a slash (/), the day of the month as 1 or 2 digits, a slash, and the last 2 digits of the year (90-99 = 19yy, 00-50 = 20yy). The information will be displayed in a 15 line list in the window (the 16th entry starts over again at the top of the list. When you are finished, press Return alone and you will be returned to the Function menu.