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Installation



To use Childcare Professional, you must first install the soft­ware onto the hard drive of your computer. This section of the User’s Guide will cover what minimum hardware you must have to use Childcare Professional and how to install it on your computer.
System Requirements
The minimum recommended requirements for running Childcare Professional:


Requirements

Windows

Macintosh

Processor

Pentium

PPC

OS

Windows 95/98

OS 7.1.2

RAM

16 MB

16 MB

Hard Drive

20 MB

20 MB



Installing in Microsoft Windows 3.1, 95 & 98


  • To Install in Windows 3.1, 95 & 98:




  1. Close all open applications.

  2. Insert the Childcare Professional Disk #1 into your floppy drive or the Childcare Professional CD into your CD drive.

  3. If you are installing from a disk or your CD doesn’t start automatically, Select Run… from your Start Menu.

  4. Type A:\SETUP.EXE. If you are installing from a CD, replace A with the drive letter of your CD drive. Click on OK.

  5. The installation of Childcare Professional will begin. Follow the directions on the screen and, if necessary, replace the disks in your floppy drive with the next one in the series when prompted to do so.



Installing on the Macintosh


  • To Install on the Macintosh:




  1. Close all open applications.

  2. Insert the Childcare Professional Disk #1 into your floppy drive or the Childcare Professional CD into your CD drive.

  3. If you are installing from a disk or your CD doesn’t start automatically, open the Childcare Professional disk icon and double-click on the Childcare Professional Setup icon.

  4. The installation of Childcare Professional will begin. Follow the directions on the screen and, if necessary, replace the disks in your floppy drive with the next one in the series when prompted to do so.




  1. Setup



To start using Childcare Professional, there are a few options that must be setup for your childcare facility. This section will cover what you need to do to setup your data.
Data Sets
In Childcare Professional, a Data Set is a group of the data files required for tracking all the information for your childcare facility.
When you start Child­care Professional for the first time, it will create a Data Set for you called Database. Whenever it creates a new Chart of Accounts, The Standard Chart of Accounts window appears to prompt you about how you want to create your new Chart of Accounts. You can leave your Chart of Accounts empty so that you can create your accounts from scratch. Or you can select to use one of the standard Charts of Accounts avail­able to Childcare Professional. To use one of the standard Charts of Accounts, select the type from the list of standard Charts of Accounts.
You can also choose to have all of the names of your accounts converted to uppercase. To have them all converted, select the Use All Uppercase Accounts Names box.
When you have made your selections for your Chart of Accounts, click the Ok button to have Childcare Professional build the files you need.
How do I Create a New Data Set?
With Childcare Professional, you can create as many Data Sets as you need. You can create a separate Data Set for each year of your business, for your business and personal records to keep them separate or for each business you want to track.


  • To create a new Data Set:




  1. Select Data Sets… from the File Menu. The Data Set Management window will appear.

  2. Click on the Add button. The Create New Data Set window will appear. Enter the name of the new Data Set you would like to create.

  3. Click on the Ok button. Your new Data Set will appear on the list in the Data Set Management window.


How do I remove a Data Set?
You can remove Data Sets that you no longer need with the Data Set Management window. Remember that once a Data Set has been removed, all the data contained in the Data Set is permanently removed from your hard drive. Only remove Data Sets that you know are no longer of use to you.


  • To remove a Data Set:




  1. If the Data Set Management window is not already open, select Data Sets… from the File Menu. The Data Set Management window will appear.

  2. Create a Data Set called REMOVEME by using the instructions in the last section.

  3. Select the Data Set on the list of Data Sets that you want to remove.

  4. Click on the Remove button.

  5. Childcare Professional will warn you that you all the data in the selected Data Set will be lost. Click on the Yes button.


The Data Set has been removed.
How do I switch Data Sets?
You can switch between Data Sets in Childcare Professional at any time. Childcare Professional uses only the data in the current Data Set for its displays and reports.


  • To switch to a different Data Set:




  1. If the Data Set Manage­ment window is not already open, select Data Sets… from the File Menu. The Data Set Management window will appear.

  2. Select the Data Set to which you want to switch from the list of Data Sets.

  3. Click on the Select button.

  4. Childcare Professional will double-check to make sure you really want to switch to the selected Data Set. Click on the Yes button.


Childcare Professional will switch to the selected Data Set.
Options
The Options window is where you can set some of the basic information needed by Childcare Professional to operate the way you want it. It consists of three tabbed pages; General, Accounting and Childcare.
How do I set General Options?
The General tab of the Options window is where you can set what text editor you want to use, whether you want to be warned about losing data when you click on a Cancel button and how many Most-Used and Last-Used reports you want listed on your Reports Menu.


  • To set the General options for Childcare Professional:




  1. If the Options window is not already open, select Options from the Tools Menu.

  2. If the General tab is not selected, click on the General tab.

  3. If the Text Editor is not the one you want to use, click on the Browse button. Locate the correct Text Editor, select it and click on the Select button. The name of the new Text Editor will appear in the box.

  4. If you want to be warned about losing data when you click on a Cancel button, make sure the Cancel Warning Box is checked. If you don’t want to be warned, make sure the Cancel Warning Box is cleared.

  5. Select the number of Most-Used and Last-Used reports you want Childcare Professional to list on the middle and bottom lists on the Reports Menu.


All the General options have been set. If you are done settings options, click on the Save button. If you need to set other options, continue with the next section before saving.
How do I set Accounting Options?
The Accounting tab of the Options window is where you set the percentages used by Childcare Professional’s Payroll, the start of your fiscal year and the message printed at the bottom of any receipts that you print using Childcare Professional.


  • To set the Accounting options for Childcare Professional:




  1. If the Options window is not already open, select Options from the Tools Menu.

  2. If the Accounting tab is not selected, click on the Accounting tab.

  3. If the FICA, FUTA and Medicare percentages are not correct, fill in the correct amounts. The numbers in each blank should be between 0 and 100.

  4. If your facility operates on a non-calendar fiscal year, select the starting Month and Day of your Fiscal Year.

  5. Enter the message that you want to appear on the Receipts that you print out.


All the Accounting options have been set. If you are done settings options, click on the Save button. If you need to set other options, continue with the next section before saving.


How do I set Childcare Options?
The Childcare tab of the Options window is where you set whether you want to use Child Ratios, whether you want to show Child Ratios, what the maximum ratio is for your facility and where you can list your license and food program agreement numbers.
Child Ratios are used by some states to keep track of how many children one provider can have. The point values vary by age group. For instance, if one provider can have up to 4 infants, each infant is worth ¼ or .25 point. If one provider can have up to 20 children 10-12 years old, then each child is worth 1/20 or .05 point. The points are added up for all the children in the provider’s care and compared to the maximum ratio.


  • To set the Childcare options for Childcare Professional:




  1. If the Options window is not already open, select Options from the Tools Menu.

  2. If the Childcare tab is not selected, select the Childcare tab.

  3. If your state uses child ratios as described above, make sure the Use Child Ratios box is checked. If the box is not checked, Childcare Professional will count the number of children present.

  4. If you want the Child Ratios or the total number of children present to be shown on the Childcare Roster, make sure the Show Child Ratios box is checked.

  5. If the Use Child Ratios is checked, enter the Maximum Ratio for your facility. If the Use Child Ratios is not checked, enter the Maximum number of children allowed at your facility.

  6. Enter your license number in the License box.

  7. Enter your food program agreement number, if you have one, in the Food Agreement box.


All the Childcare options have been set. If you are done settings options, click on the Save button. If you need to set other options, go back to the appropriate section before saving.
Company Profile
The Company Profile window is where you enter the basic information about your childcare facility. You will enter your name, company name, address, telephone and federal tax ID number.


  • To fill out the information about your childcare facility:




  1. Select Company Profile from the Tools Menu. The Company Profile window will appear.

  2. Enter the name for your facility in the Company box..

  3. Enter your name in the Name box.

  4. Enter your main address in the upper Address box.

  5. Enter an alternate address in the lower Address box.

  6. Enter the city, state and zipcode for your main address in the City, State and Postalcode boxes.

  7. Enter your federal tax ID number in the Tax ID# box. This is usually your social security number unless you have received a special federal tax ID number for your company.

  8. Enter your telephone number in the Phone box.


The basic information about your facility has been setup. You are ready to start using Childcare Professional.
Import
If you own a previous version of Childcare Professional, the Import window will assist you to bring that information into the current version so that you can continue where you left off.
How do I import my data from an old version of Childcare Professional?
The Import wizard will step you through the process of selecting the information you want to import. It will then import the information and let you continue using Childcare Professional right away.


  • To import your data from Childcare Professional 2.0:




  1. Select Import from the File Menu. The Import window will appear.

  2. Select Childcare Professional 2.0 from the Import Types list.

  3. Click on the Next button.

  4. Click on the Browse button. Childcare Professional will automatically try to locate your old version in its default location. The C:\CCP20\ directory for Windows or the Childcare Professional folder for Macintosh should be automatically selected. If you installed the original Childcare Professional 2.0 in a different directory, locate the directory where you installed Childcare Professional 2.0.

  5. Click on the Select button. A list of Data Sets for Childcare Professional 2.0 should appear in the lower half of the Import window. If the list does not appear, then either the directory you selected does not have the Childcare Professional 2.0 program in it or you have no data to import. Click on the Browse button to locate the Childcare Professional 2.0 program or click on the Cancel button to exit the Import window.

  6. Select the Data Set that you wish to import.

  7. Click on the Next button. Childcare Professional will import the old data into the current version. This process may take several minutes depending on how much data you have.

  8. When the Finished message appears, simply click on the Finish button.


You are now ready to continue using Childcare Professional right away. All the data you previously entered into the old version is now in the new version.

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