1. Background

The NSW and Australian Governments have increased their commitment to support early childhood learning to ensure all children in NSW have access to 600 hours per year of quality preschool education before primary school, no matter where they live or their circumstances.

The NSW Department of Education is developing a Digital Hub that will be able to collect attendance and enrolment data from early childhood education and care (ECEC) services via the use of a cloud-hosted Childcare Management Software (CCMS) system. Such data will support funding delivery and assist both the NSW and Australian Governments fulfil its commitment.

1.1 Purpose and objectives

The purpose and objectives of the Attendance and Enrolment Technology Grant for Community Preschools is to assist eligible community preschools (centre-based and mobile) to:

• incentivise the purchasing of technology to enable more effective recording of attendance and enrolments
• support eligible community preschools in 2011 ARIA+ Inner Regional, Outer Regional, Remote and Very Remote NSW to help overcome barriers to technology adoption, including, physical access to resources, reduced internet coverage and increasing software and hardware requirements in these regions
• reduce administrative burden of manual processing
• improve data consistency, quality control, transparency and assurance.

2. Program overview

The Attendance and Enrolment Technology Grant for Community Preschools allows eligible not-for-profit community preschools (centre-based and mobile) to apply for up to $5,000 (ex. GST) to purchase technology to record the attendance and enrolments of children more effectively.

The program is open to NSW based not-for-profit community preschools (centre-based and mobile) operating in 2011 ARIA+ Remoteness Classifications of Inner Regional, Outer Regional, Remote and Very Remote NSW.

This program can also be accessed on the NSW Government grants and funding finder.

This approach aligns with the use of 2011 ARIA+ Remoteness classifications, with the inclusion of inner regional services, under funding arrangements for Regional Loading in the 2024 Start Strong for Community Preschools program guidelines.

The grant can be used to purchase:

• a cloud-hosted Childcare Management Software (CCMS) system
• Information Technology (IT) hardware, internet access, or internet improvement to enable the cloud-hosted CCMS system to capture attendance and enrolment.

Applications will be assessed by the:

• eligibility criteria (see Section 3: Eligibility criteria)
• assessment criteria (see Section 5: Assessment criteria).

Successful applicants must follow the spending rules (see Section 6: Spending rules).

2.1 Grant amount

Services can apply for a grant of up to $5,000 (ex. GST).

2.2 Source agency

The source agency is the NSW Department of Education (the department).

You can also find the link to this grant in the NSW Government grants and funding finder.

3. Eligibility criteria

A service must meet the following criteria to apply:

• be a not-for-profit community preschool (centre-based or mobile) operating in NSW
• be operating in a 2011 ARIA+ Remoteness Classification of Inner Regional, Outer Regional, Remote or Very Remote NSW, according to the services address for funding under the Start Strong for Community Preschool or Mobile Preschool Funding programs - a list of services in the eligible remoteness classification of NSW is available.
• be an approved ECEC service under the Education and Care Services National Law Act 2010 (National Law) and Education and Care Services National Regulations
• deliver an early childhood education program in accordance with the Early Years Learning Framework
• be registered with the department’s Early Childhood Contract Management System (ECCMS)
• accept the Early Childhood Outcomes Programs Funding Agreement – Terms and Conditions 2024 (Terms and Conditions)
• not already be using cloud-hosted technology to capture both attendance and enrolment data.

Centre-based community preschool services can only apply once for the Attendance and Enrolment Technology Grant for Community Preschools per service approval. Mobile preschools can only apply once under their parent service approval but not under individual mobile venues.

4. Application Process

Eligible services who are not currently using software to record attendance and enrolments, or are using software to capture these details partly, are encouraged to adopt a cloud-hosted CCMS system to track this data – and must use such a system if they receive the grant.

For further details on what to consider when selecting technology, please refer to Appendix 1: How to select software (Childcare Management Software- CCMS) and hardware for attendance and enrolment collection. The department is available to assist applicants in responding to this grant (see Section 10: Contacts).

Applications will be open from 19 February 2024 and close 28 March 2024.

Applications should be submitted through the SmartyGrants online application system. A guide is available to help applicants use SmartyGrants.

Apply for the Attendance and Enrolment Technology Grant for Community Preschools.

4.1 Evidence and documentation in support of application

The following information is required:

• the total amount for each proposed category under the spending rules below
• a brief description of the activity or activities undertaken by the service
• service and provider information.

4.2 Application outcome date

The outcome of applications is estimated to be determined from May 2024.

Payments will be made to successful services from June 2024.

5. Assessment criteria

The department will assess applications and determine funding based on:

• the service eligibility criteria above
• available funding.

5.1 Decision-maker

The decision-maker as to which applicants are successful is the Executive Director, Commissioning, Early Childhood Outcomes.

6. Spending rules

Services must comply with the Terms and Conditions.

In addition, eligible services may apply for funding for any of the following activities only:

• the first time purchase of a cloud-hosted Childcare Management Software (CCMS) system that can support both attendance and enrolment management (it is essential that the CCMS software is cloud-hosted)
• the first time purchase of Information Technology (IT) hardware to enable the cloud-hosted CCMS system to capture attendance and enrolment
• obtaining internet access or internet improvement measures for the purpose of supporting the use and application of the CCMS system.

For example: the first-time purchase of a cloud-based CCMS system (or upgrading to a cloud-based CCMS system) and hardware (e.g. purchasing 1 tablet) that can support the CCMS to capture attendance and enrolments, and investing in ways of boosting internet coverage (e.g., an annual satellite subscription).

For further details on what to consider when selecting technology, please refer to Appendix 1: How to select software (Childcare Management Software - CCMS) and hardware for attendance and enrolment collection.

6.1 Exclusions

Funding cannot be used for:

• resources already fully funded by the department through another NSW Department of Education program, such as Start Strong Capital Works or Minor Capital Works as part of the Disability and Inclusion Program
• software or hardware technology or resources that are not specifically for attendance and enrolment recording, including internet access or improvement measures that are not specifically for the purpose of supporting the use of a cloud-hosted CCMS system to record attendance and enrolment
• activities that are fully funded through an existing alternative source
• general staffing costs (e.g. salary, annual leave, sick leave)
• upgrades to mobile preschool venues that are not owned by the provider
• purchase of software or hardware technology or a resource that is not needed as the service already has that software or hardware technology or resource (e.g. a service may not re-purpose existing tablets already being used to capture both attendance and enrolment data, so as to purchase additional tablets to take over this function).

6.2 Other requirements

Any purchased technology must be used for intended purpose and should meet the services software and hardware needs.

Relevant evidence of use of funding must be provided to the department on request.

Where attendance and enrolment activities are not fully funded, funding from the Attendance and Enrolment Technology Grant for Community Preschools can be used in conjunction with other community activities/funding delivered by the NSW Government or other agencies.

Funded activities need to commence during the 2024 calendar year and approved funding must be spent by 31 December 2024. Successful applicants will be asked to return any unspent funding after this date.

Services may notify the department of exceptional circumstances if approved funding cannot be spent by 31 December 2024. Services must include an explanation of why the funding has not been expended and an estimated timeline for spending the outstanding funds.

Decisions regarding unspent funds will be made by the department on a case-by-case basis and will be confirmed by the department in writing.

For further details on the spending rules, please refer to Section 7: How may I use this grant?

7. How may I use this grant?

The following are examples of how services may use funds. These examples are to support applicants to understand the spending rules, but this list is not exhaustive.

7.1 Scenario 1

The potential need/s

• A service does not currently have a tablet to support their cloud-hosted Childcare Management Software (CCMS) in attendance and enrolment recording, or
• A service has a current tablet that is not compatible with the cloud-hosted CCMS system.

Use of the grant

• The service checks Appendix 1: How to select software (Childcare Management Software- CCMS) and hardware for attendance and enrolment collection and purchases a tablet that is compatible with the cloud-hosted CCMS to capture attendance and enrolment monitoring.

7.2 Scenario 2

The potential need/s

• A service owns a CCMS system, but it is not cloud-hosted, or it is cloud-hosted but they need to upgrade or purchase additional modules to capture attendance and enrolments, or
• A service is currently using a paper-based system and wants to purchase a cloud-hosted CCMS system for the first time.

Use of the grant

• The service checks Appendix 1: How to select software (Childcare Management Software- CCMS) and hardware for attendance and enrolment collection.
• If required, they purchase a module/feature upgrade to enable enrolment and attendance capture.

7.3 Scenario 3

The potential need/s

• A service lacks reliable internet access.

Use of the grant

• The service engages an internet provider or electrician to install new hardware to improve the WiFi signal.
• The service uses the guide to purchase a cloud-based CCMS system with an offline mode, which uploads data to the CCMS cloud storage when they are back online.

8. Payments

Payment of the Attendance and Enrolment Technology Grant for Community Preschools will be made through ECCMS. To receive payment, applicants must be registered in ECCMS and have accepted the Early Childhood Outcomes Programs Funding Agreement - Terms and Conditions 2024 (Terms and Conditions).

The Terms and Conditions and these program guidelines will form part of the Funding Agreement for services receiving grant payments through the Attendance and Enrolment Technology Grant for Community Preschools program.

9. Reporting requirements

A formal acquittal process must be undertaken and submitted between 1 January 2025 and 31 December 2025. This will consist of a statement of expenditure and a performance report, the approach will be determined and advised by the department (in its discretion). Applicants may also be audited as part of the department’s annual audit. Misuse of funds may result in services being asked to return funding.

10. Contacts

For more information, complaint handling, review and/or access to information regarding the Attendance and Enrolment Technology Grant for Community Preschools, please contact:

• 1800 619 113
• ecec.funding@det.nsw.edu.au.

Appendix 1: How to select software (Childcare Management Software - CCMS) and hardware for attendance and enrolment collection

Please refer to essential selection criteria for software and hardware that meets your needs and caters to the following:

What to look for when selecting software

Type of system

It is important that services purchase a cloud-hosted Childcare Management Software (CCMS) system.

Other essential selection criteria for software are listed below.

Essential selection criteria

Your chosen technology provider will be able to provide guidance on selecting a digital solution that will meet this criteria and and the needs of your service.

Has the capacity to collect key information

The software can capture identifiable fields and other information including:

• child details, including disability
• parent/carer details
• enrolment particulars
• attendance
• service and provider details
• staff details
• fee and subsidy.

Security

• The software has secure logins and authentications in place and has data access restrictions based on role.
• Data is backed up and encryption is available.

Reporting

• Ability to provide single consolidated reporting on enrolment and attendance.
• Software has the capability to support data reporting requirements of NSW Department of Education for community preschools.

Privacy

• Software complies with the Privacy Act 1988 (Cth).

Data storage

• Software stores all the data in Australia.
• Data is stored on a cloud-hosted solution.
• Software can securely store all the attachments provided by parents/carers.

Desirable selection criteria

Service availability

• Services can record when natural disasters impact their operations

Offline mode

• Software allows for data capture and viewing data when the internet is unavailable and can upload the data when the internet is available again.

Mobile interface

• Software is designed for mobile device usage.

Fit for purpose

• Software is tailored to a community preschool environment without modifications.

Training and support

• Set up and migration support is provided.
• Training is offered over the life of the right to use the software.
• The service is offered the right to attend an information session before they buy.
• Consider help desk options, times available, if in-person support is offered, and response times.

Other considerations to assist technology selection

Set up

• If transitioning from one CCMS system to another, find out if the new CCMS is able to help.

Financial costs

• The costs involved, including if the license fees are per module, business size, or a flat fee for a set number of modules or enrolments.
• If you are billed annually or monthly.
• Adding modules over time and how this impacts the cost structure or number of users.
• Whether extra support is provided and if this has an additional cost.

Usability

• If the software is easy to use and if it meets your business management needs. Does it have report flexibility? Does it have integrated address validation? Does it allow modifications to enrolment forms?
• Daily attendance sign in/out is straight forward for parents/carers/staff.

Hardware requirements

• Understand if there is any hardware required when capturing attendance, e.g., tablet, and if you already have this available or need to purchase additional items.
• If you need additional tablets, consider if a cellular data tablet is needed to capture attendance from anywhere in your premises or on the road.

Parents or carer app/portal

• An intuitive and easy to use app could help streamline communications, enrolment processes, attendance management, signing forms or notices.
• Whether the system allows for multiple carers connected to each child.

Accounting, billing, payroll

• If you need the software for accounts management or need it to connect with your accounting system.
• If automated billing or digital payroll management is important to you.

Peers

• Are other community preschools in your area using the same software system, and how have they experienced the system, training, and support?

What to look for when selecting hardware

When selecting IT hardware to support and record attendance and manage enrolments, please consider hardware that meets the following:

• Devices and equipment that will support the CCMS system you have selected. Examples of devices and equipment are:
  • laptop or desktop computer where your chosen software is operating from
  • mouse, keyboard, ergonomic computer equipment to assist the user
  • tablet/s for sign in and sign out.
• Router or mesh WiFi network to extend your internet connection if you have a large premise and/or internet coverage is weak in parts.
• Mobile phone or cellular tablet/s if you have a large premise or the internet is unreliable in your area. You may want to consider using mobile phone data to support the capture of attendance and enrolments when internet access is down.

Internet services

Your internet service provider will usually supply the WiFi router and modem when you connect with them. They may also supply a booster to support the connection. If you have intermittent internet coverage in your area, you may want to consider using data from a mobile plan. Speak to your internet service provider about the best option for your premises.

If your internet coverage is intermittent, consider selecting software that can operate while offline (offline mode) and then upload to the cloud storage when internet is available. If this is required, consider the size of the data plan you have on the device you will use to capture information.

Rural towns with weak internet connections may need to consider a range of stable and high-speed internet options that best suit the geographical location of the service.