Software of the Month Club 1997 April

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Day-Care Management Version 2.0 USER'S GUIDE Copyright (c) 1994-1995 by Jeff Schmidt All rights reserved 2 USER'S GUIDE TABLE OF CONTENTS Introduction 3 Order Form 4 Getting Started 5 Moving Around Items 5 How to Add Information 6 SOFTWARE LICENSE AGREEMENT By using this software, you agree to the terms of this agreement. Jeff Schmidt disclaims all warranties as to this software, whether express or implied, including without limitation any implied warranties of merchantability, fitness for a particular purpose, functionality, data integrity or protection. In no event shall Jeff Schmidt be held liable for damages resulting from the use or misuse of this product, including but not limited to implied warranties of fitness for a particular purpose. The shareware version may be freely distributed as long as all files stay together and are not modified in any way. No cost may be charged for the shareware version beyond normal and reasonable copying and distribution expenses. This software may be used only on one terminal or one computer at any one given moment in time. This is a shareware program and can be used up to 30 days from installation before registration shall be required. copyright (c) 1994-1995 by Jeff Schmidt, all rights reserved. 3 Introduction Day-Care Management (DCM) is a program designed to help organize the daily routines involved in managing a Day-Care business. DCM provides weekly scheduling for children, a current client balance and an accounts receivable. For larger Day-Cares that use classes, DCM provides grouping children and setting rates for these classes. DCM also generates sign in/out sheets and weekly schedules for quick reference. DCM will run on any PC computer system that operates using DOS 3.3 or higher and have at least 520K bytes of conventional memory, (type "mem" at the DOS prompt to find out how much memory you have). The amount of memory that is available to use will determine if the program is viewed in graphics mode, which looks a lot like Windows, or in text mode. Both modes operate the same. The more memory available the better. Config.sys should have Files set to at least 30, FILES = 30. DCM has set a limit of 500 children as a maximum. The biggest Day- Care center to date that has used DCM had 285 children. Although the maximum is high DCM will work equally well with a Day-Care center that has only 10 children. To start the Day-Care Management program type DCM in the DCM directory. If the computer running DCM has extra memory, DCM will try to use expanded or extended memory. If no extra memory can be detected the harddisk will be used to swap between menus. Needless to say, any extra memory will allow the program to execute faster. Several options are allowed when starting DCM: DCM X [DCM tries to use extended memory] DCM P [DCM tries to use expanded memory] DCM N [DCM will not use any extra memory] DCM [with no options DCM will try to use expanded then extended memory] When going through the user's guide it may be helpful to have the applicable page from the reference guide in view. PRINTING: To properly print from DCM set your printer to handle printing graphic characters. If you can print this manual with lines around all the screens then your printer will print the DCM outputs correctly. If not, refer to your printer manual to set it up for graphic characters. 4 ORDER FORM Day-Care Management (DCM) is a shareware program By registering DCM the latest version will be sent to you. Some of the following features that are currently being developed are: 1) Printing Accounts Receivable by client. 2) Printing Child's schedule charges. 3) Printing lists of Guardians, Children and Classes. 4) Any comments sent in that would enhance the useability of DCM. Company Information Name: ____________________________________________________ Address: ____________________________________________________ City/State: __________________/________ ZIP: __________________ Phone: (_____)______________ Number of Children at Day-Care: _____________ Comments: ______________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Disk size 3.5 (1.44M) ___ or 5.25 (1.2M) ___ Day-Care Manager Price Quantity IL sales tax 6.25% ($1.88) IL residence only $30.00 X ______ + (___________) = _________ Send check or money order to Jeff Schmidt 1204 Sheppard Road Rockton IL, 61072 Compuserve Mail Address, 72303,572 2.01 5 Getting Started Place DCM into a directory such as C:\DCM. The files required to run are: DCM.EXE => The Day-care Manager program. EGAVGA.BGI => Required for graphics mode provide enough memory is available. The following files are in an ASCII format to be printed. MANUAL1.TXT => This document. MANUAL2.TXT => Screen reference manual. ORDER.FRM => Order form. Use PRINT from the DOS prompt. NOTE: DCM will create a subdirectory called 'DATA'. This is where all the information is stored. At least once a week this subdirectory should be backed up in case the computer breaks, due to some external event like lighting. Please backup, it saves time retyping all the information back in. Type DCM to get the program started. DCM will generate the files it needs. After the files are checked the Main Menu screen should appear as follows: ╔═══════════════════[ Day Care Manager 2.0 ]═════════════[ ][ ]╗ ║ File ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ Schedules Family Info Child Info Class Info ║ ║ ║ ║ ║ ║ ║ ║ Initial Setup Account Receivable ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ Memory left Kb: 30512 ║ ║ Number of Children 100 ║ ║ ║ ║ Copyright (c) 1994-1995 Jeff Schmidt ║ ╚═══════════════════════════════════════════════════════════════════════╝ Moving Around Items To move around a screen press the 'TAB' key, the arrow keys or press the <ALT> key at the same time as the highlighted character on the screen. When clicking on an item with the mouse, the item is automatically highlighted and selected. To return to the Main Menu screen select the [Main Menu] button. When using the 'TAB' or arrow keys you are required to press the enter key to select the highlighted item. If a mouse is present, DCM will use it to make item selection easier. 6 How to Add Information The first task that needs to be completed is to fill out the Initial Setup information. This is done by selecting the Initial Setup icon. The screen shown below gives an example of the setup information already filled out. ╔══════════════════════[SET UP DAY CARE MANAGER]════════════════════════╗ ║ ║ ║ Company Name: [Learning Center Day-Care ] ║ ║ Address: [123 Washington Street ] ║ ║ Phone Number: [555-5555 ] ║ ║ Title of Fee Charge/Refund Cost/Percent Amount ║ ║ [Multi Child Discount ] ( ) (X) ( ) (X) [0.10 ] ║ ║ [Late Schedule ] (X) ( ) (X) ( ) [5.00 ] ║ ║ [Late Payment ] (X) ( ) (X) ( ) [5.00 ] ║ ║ [Absent Charge ] (X) ( ) (X) ( ) [5.00 ] ║ ║ [Vacation Charge ] ( ) (X) ( ) (X) [0.00 ] ║ ║ [Reschedule Charge ] ( ) (X) ( ) (X) [0.00 ] ║ ║ [Reserved ] ( ) (X) ( ) (X) [0.00 ] ║ ║ [Reserved ] ( ) (X) ( ) (X) [0.00 ] ║ ║ [Reserved ] ( ) (X) ( ) (X) [0.00 ] ║ ║ [ ] ( ) (X) ( ) (X) [0.00 ] ║ ║ [ ] ( ) (X) ( ) (X) [0.00 ] ║ ║ [ ] ( ) (X) ( ) (X) [0.00 ] ║ ║ ║ ║ ║ ║ Unit Order: 1st 2nd 3rd 4th 5th 6th 7th 8th ║ ║ Minutes/Unit [300 ] [300 ] [420 ] [0 ] [0 ] [0 ] [0 ] [0 ] ║ ║ [0 ] [0 ] [0 ] [0 ] ║ ║ [ Save ] [ Cancel ]║ ╚═══════════════════════════════════════════════════════════════════════╝ First setup any fees that might be used. The fees shown above indicate that a Multi Child Discount Fee will reduce the price of a child by 10%. The other fees will charge a child a flat cost of $5.00. You may add your own fees in the blank areas. After the fees are completed then set up the Minutes/Unit. If you charge a client by the week or by the day then all the entries must be set to 0. If any children are charged by a given time unit, such as by the hour, then fill in the entries. A total of 12 units may be used to divide a scheduled day up. The screen shown above shows that the day is divided into 3 units. Each unit may be charged at a different rate. The 1st Unit has 300 minutes which is 5 hours. This indicates that any child can have a unique rate for the first 5 hours, then a different rate for the next 5 hours and again a different rate for the last 7 hours, (7 hours x 60 minutes = 420 minutes/unit). Once the information has been entered then select the [Save] button to save this information. After the guardian's and children's information has been entered, a child's rate may be entered by going to the child's screen and selecting Price and Rates from the top bar. 7 After the initial setup is finished then the children and their guardians may be entered. To enter a new child the guardian must be entered first. From the Main Menu screen select the Family Info selection. This will bring up the following screen: ╔══════════════════════════════[Guardians]═════════════════════════════╗ ║ STATUS: Idle ║ ║ Last Name: [Bellows ] ║ ║ First Name (1): [Jake ] ║ ║ First Name (2): [Betty ] Phone #s ║ ║ Work (1):[555-5555 ] ║ ║ Home Address: [123 Lovers Lane ] Home (1):[555-4444 ] ║ ║ City: [Title Town ] ║ ║ State: [WI ] Work (2):[555-1111 ] ║ ║ Zip: [91111 ] Home (2):[555-3333 ] ║ ║ ║ ║ Guardian Information ║ ║ ┌───────────────────────────────────────┐ ║ ║ │Please call Betty first. │ ║ ║ │ │ ║ ║ │ │ ║ ║ └───────────────────────────────────────┘ ║ ║ Opening Balance ║ ║ ┌──────────────────┐ [(100.00) ] ║ ║ │ BELLOWS, GREG │ Current Balance ║ ║ │ BELLOWS, TED │ (100.00) ║ ║ │ │ [ ReCalculate ] ║ ║ └──────────────────┘ ║ ║[View Child] [Add Entry] [ Find ] [Delete Guardian] [Save] [Main Menu]║ ╚══════════════════════════════════════════════════════════════════════╝ Fill out the information that your business is interested in. DCM requires that at least the Last and First (1) names be filled out. The opening balance shown above indicates the Jake and Betty owe $100.00. The (100.00) is the same as -100.00 which is the amount you have not collected yet. Any negative number means moneys owed to you. Once the information is finished for the guardians save it and then add the children through this screen. To do this select the [View Child] and the Child screen will appear. 8 ╔════════════════════════════════[Child]════════════════════════════════╗ ║ Price ║ ║ STATUS: Idle ║ ║ ║ ║ Last Name: [Bellows ] ║ ║ First Name: [Greg ] ║ ║ ║ ║ Sex: Male: (x) Female: ( ) ║ ║ ║ ║ Child's Birthday: [01/24/1990 ] Age: 4 Yrs 10 Mns ║ ║ Child's Information ║ ║ ┌───────────────────────────────────────┐ ║ ║ │ │ ║ ║ │ │ ║ ║ │ │ ║ ║ └───────────────────────────────────────┘ ║ ║ ║ ║ Guardian's Name: Bellows, Jake & Betty ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ [ Delete ] [ Add Entry ] [ Next ] [ Save ] [ Guardian ]║ ╚═══════════════════════════════════════════════════════════════════════╝ After the information has been filled out and saved then fill out the fees and rates by selecting 'Price' from the bar. The fees are the default fees that pertain to the child. For example if this was the second child a Multi Child Discount could be set up by selecting Yes by Multi Child Discount. When the daily costs are figured out from the Schedule screen any fee that has a Yes selected will be figured in at that time. This will allow the Multi Child Discount to be in effect all the time. When finished selecting fees, choose the [ Done ] button to return to the child screen. If you want to set up a rate to charge this child then select 'Rates' from the 'Price' option. 9 The second choice under 'Price' is the Child's Rates: ╔═════════════════════════════[HOURLY RATES]════════════════════════════╗ ║ Type of Rate ║ ║ ║ ║ [ Save ] [ Cancel ]║ ║ ║ ║ Minutes ║ ║ /Unit Sunday/Saturday Monday - Friday ║ ║ 300 [17.00 ] [15.00 ] ║ ║ 300 [15.00 ] [13.00 ] ║ ║ 420 [15.00 ] [13.00 ] ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ╚═══════════════════════════════════════════════════════════════════════╝ This screen can be filled out in one of two ways. If your business has classes according to ages like infants, toddlers and 2's and 3's and all the children in a class are charged the same, then it is easier to set up the children's rates from the class rates screen. Setting up the class rates will allow all the children in the class to have the same rate. If you choose to enter each child's rate individually use the screen shown above. This screen is used to set up the current rates at which the child will be charged. Special care should be taken when changing the values on this screen. When a change in rates is required, make sure that the child is not scheduled for any weeks that have not occurred yet. If the child has already been scheduled, that weeks schedule will hold the old rates. A child's schedule may be deleted and reentered to get the latest rates. The first choice to be made is how this child is to be charged. Select the 'Type of Rate' from the bar. Choose the way the child is to charged by the week, day or units (units are by the minutes). If charged by units then enter the amount to be charged for each unit. You can charge more for Saturday and Sunday than Monday - Friday, if needed. The screen shown above will charge a rate of $15.00 for the first unit, $13.00 for the second unit and $13.00 for the last unit for any weekday. If this child stayed from 7:30 am to 4:00pm on a Saturday then the rate would be $32.00. 7:30am to 4:00pm will cover 8.5 hours which is the first two units, therefore 17+15 = $32.00. After the rate has been figured for a given day then any fees are included. If this child had the 10% Multi-Child Discount the final daily cost would be $32.00 - $3.20 = $28.80. Use the [Save] button to save the new information when all the information has been entered. 10 Once all the children have been entered then setup the Classes. The classes are used to setup a standard rate of all the children, if needed, and also used to print out the weeks schedules. ╔═══════════════════════════════[Class]═════════════════════════════════╗ ║ Print ║ ║ Select child to add to group: ║ ║ ┌────────────────────────────┐ ║ ║ │>BELLOWS, GREG │ ║ ║ │ BOX, PHILLIP │ ║ ║ Class Name:(Toddlers, 3's Group, etc.) │ DARLINGS, JOHN │ ║ ║ [Infant's 1 ] │ DARLINGS, TED │ ║ ║ │ DARLINGS, WENDY │ ║ ║ Teacher's Name(s): │>DAVIS, JULIE │ ║ ║ [Jack & Jill ] │ DRAGGER, GEORGE │ ║ ║ │ DRAGGER, HELLEN │ ║ ║ Mark the days this group is in session:│ DRAGGER, PAUL │ ║ ║ Sun Mon Tue Wed Thr Fri Sat │ ERTL, LORI │ ║ ║ [ ] [X] [X] [X] [X] [X] [ ] │>ERTL, TED │ ║ ║ │ GATES, JAY │ ║ ║ │>GREEN, MARY │ ║ ║ │ GREGORY, JEFF │ ║ ║ └────────────────────────────┘ ║ ║ ║ ║ [Add A Class] [Find A Class] [Delete] [Save] [Rates] [Main Menu ] ║ ╚═══════════════════════════════════════════════════════════════════════╝ In the Class screen there is room for a class name and the teachers that watch over it. It also shows which days the class meets. These days are used for printing out the week's schedules for a class. When a class is first created there are no children linked to it. Before children can be added to a class the class must be given a name and then saved with the [Save] button. To add children to the class, select them from the list on the right. The list will have a check mark by all the children in the class. To remove a child from the class, select that child from the list and the check mark will disappear. Once the screen has been updated then save the information. If all the children in this class have the same rate then select the [Rates] button to set up the class's rates. After the rates have been saved, then a prompt will ask if the rates should be applied to all the children in the class, enter Yes. NOTE:This is the only way to set up the children rates from the Class's rates. The Class screen has several print options. These will bring up the Print screen. If a week calendar is display setup the proper week then hit [Generate] button. DCM will go through all the information a set up a file on the disk drive. To print hit the [Print] button. 11 Now all the general information has been setup, let's take a look at creating schedules. Select the 'Schedules' icon from the Main Menu screen and the following will be displayed: ╔══════════════════════════════[SCHEDULES]══════════════════════════════╗ ║ ║ ║ Child's List ║ ║ Sun Mon Tue Wed Thr Fri Sat ┌────────────────────────┐ ║ ║ ┌──┐┌──┐┌──┐┌──┐┌──┐┌──┐┌──┐ │ BELLOWS, GREG │ ║ ║ │8 ││9 ││10││11││12││13││14│ [1/8/1995] │ BOX, PHILLIP │ ║ ║ └──┘└──┘└──┘└──┘└──┘└──┘└──┘ │ DARLINGS, JOHN │ ║ ║ │ DARLINGS, TED │ ║ ║ [Prev Week ] [Next Week ] │ DARLINGS, WENDY │ ║ ║ (New,Current) Schedule │ DAVIS, JULIE │ ║ ║ Name: BELLOWS, GREG │ DRAGGER, GEORGE │ ║ ║ Scheduled Time Attnd │ DRAGGER, HELLEN │ ║ ║ IN OUT Code │ DRAGGER, PAUL │ ║ ║ Sun [ ][ ] [DO] 0.00 [Fs] │ ERTL, LORI │ ║ ║ Mon [11:00 a][3:00 p.] [PR] 15.30 [Fs] │ ERTL, TED │ ║ ║ Tue [11:00 a][3:00 p.] [PR] 15.30 [Fs] └────────────────────────┘ ║ ║ Wed [ ][ ] [DO] 0.00 [Fs] ║ ║ Thr [11:00 a][3:00 p.] [PR] 15.30 [Fs] ║ ║ Fri [11:00 a][3:00 p.] [PR] 15.30 [Fs] [Delete Schedule ] ║ ║ Sat [ ][ ] [DO] 0.00 [Fs] ║ ║ Daily Total 61.20 [Blank entry] [ Save ] ║ ║ Other Costs [ 0.00 ] ║ ║ Week Total 61.20 [Cancel ] [Main Menu ] ║ ║ ║ ╚═══════════════════════════════════════════════════════════════════════╝ To begin a child's schedule select the correct week for the schedule, use the [Next] or [Prev] buttons to move the date. After the week has been selected, select the child from the list on the right. If this child has any previous schedules in DCM the most recent schedule will be displayed for a new schedule. You may use the default or use the [Blank entry] button to clear the times. Enter the child's schedule and any fees that need to be added by selecting the [Fs] button and entering the correct fees. After a child's schedule is finished use the [Save] button to save the information. 12 To handle a client's payment, select the 'Account Receivable' icon from the Main Menu. ╔════════════════════════[Accounts Receivable]══════════════════════════╗ ║ ║ ║ ║ ║ Guardian Name: [BELLOWS, JAKE & BETTY] [Next] [Prev] [New Guardian] ║ ║ ║ ║ ║ ║ Date: [1/2/1995] ║ ║ AMOUNT: [0.00 ] ║ ║ Check No: [0 ] Guardian Balance: (360.10) ║ ║ Note: [ ] ║ ║ ║ ║ Guardian Credit: [Y] ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ ║ [Add Entry ] [Find Record] [Delete Record] [Save ] [ Main Menu ]║ ╚═══════════════════════════════════════════════════════════════════════╝ Bring up the correct guardian's name by hitting the [Next], [Prev] or [New Guardian] buttons. Now fill out the 'Date:' and 'Amount:' entries. If the guardian gets credit for this payment then leave the 'Guardian Credit:' set to [Y]. If the guardian is subsidized then set 'Guardian Credit:' to [N]. The 'Check No:' and 'Note:' entries are optional.