CAPTION
Okay great So the recording has started Okay And are you able to see my screen Okay Soremember I told you j that there are two income sources for any child care center oneis the funding that they receive from Ministry of Education and another is the fees that they chargeto parents Okay now you have kind of covered the fi module a little bit So you understand thatwe'll cover that a little bit more but currently it's the RS seven season OkayWhat do we mean by RS seven season And how do our centers receive their funding Okay sothat's what we are going to cover today So this is the calendar I'll send youa link to this Uh this is the yearly calendar So the beginning of everyyear or before each new year um Rolls over Ministry publishes these dates Okay pretty much they have thesame For example if you look at february So we are in january Now February which is tomorrowOkay Our our RS seven submission period opens what it means And when does it closeAnd it closes Here Wednesday eight March So it will run from Wednesday to Wednesday Why Usually it's fivedays only But because of these public holidays that are coming in between what will happen is thatuh it's the last day is eight Usually it's five working days Oh so monday is anotherholiday So um I assume I don't have any work again You don't have to log in on mondayOkay Okay so so from tomorrow our centers will submit their RS seven return and on the eighthof March it will end now will that be the last last day No If they wish tohave their if they wish to have their payment received on um 1st of March So If they wantthe payment from the Ministry of Education on one March then the last date isnine February Okay Okay They can also submit it after nine February but their payment will only happen onfile within those five days initial five days then they will receive the payment All of them willreceive the payment on first of March Okay Okay So it is it is safe to saythat 99% of all our centers that we have we will submit it within the firstfive days because who wants to wait for a payment for another 15 days Okay So that's why wewill experience a heavy traffic which is fine Uh there's no problem with that and hence we will alsowe will also have a lot more support calls Okay what what is that exercise How does itlook like Okay so for any center it looks something like this So they gounder M O Okay now I'm going to go to this check prerequisite check but it is as as goodas clicking on here So tomorrow they will click on here So when I click on ittoday you will see that begin button is not there So it will only become active tomorrow because the returnopens from tomorrow Okay Okay So but but I'm going to exactly show you what they'regoing to do So I'm going to go under prerequisite So currently um a monthbefore their submission our prerequisite check opens up What it allows them to do is it allows themto perform three important checks Okay so when you go begin um this this is juststandard it tells the cycle so october to january So our centers are submitting theirdata for october to january Simple Okay next please ensure you have entered holidays funded Okaywhat we are asking them to do is holidays and temporary closures They need tocheck because the day when they were closed that day when they were not open theyare not supposed to be receiving the funding or depending on the type they may receive the funding What isan example An example is if a center chose to keep closed during the christmas holidays andthey were closed for let's say three weeks That was the center decision to beclosed and hence no funding is supposed to be received Okay so this is what we call asa holiday period Yeah but if there are national holidays yeah national holidays are also called holidayswhich we enter our support team enters in the system Okay Yes correct And Waitangi Day which iscoming up next monday Yeah so Waitangi Day or um ANZAC Day those are the holidaysthat we enter in the system christmas holidays easter holidays and so on Okay thenwe have anniversary days anniversary days meaning that we have different regions Um and so ifAuckland anniversary nelson anniversary you know Canterbury So so so there are different regions and againthere is an uh common new Zealand calendar holidays calendar you can easily find outall these holidays from there as well Okay so no payments for these Okay However howeveras I told you we had a flood situation in Auckland Okay then in the past we'vehad Covid Okay then suddenly something happens and let's say there is an electricity outage Okay okay what happensis either the ministry will send a bulletin or the centers can call up the ministry office and they canget it approved as a temporary closure Okay When we had Covid sometimes all the teachers weresick Yeah so the Children are there but there are no teachers you cannot keep thecenter open Okay so someone from the center will call the ministry office and they'llsay look this is the situation one of the staff would have to approve that temporary closure So either itwill get mass approved must approve meaning everyone in Auckland so now now we know you know in Aucklandeveryone has been given um has been given the approval to keep their centers closed for a week Okayso so in the same way the ministry will give approval or the center can ask forapproval but that is called a temporary closure Why why is it different Because here this day is funded althoughthey kept it close It is funded Okay So that's why you see holiday temporary closures temporaryclosures are usually funded Yeah but it it really depends I mean it's it's it's notfair to say they are funded It depends on what code you enter So I'lljust show you very quickly you know digressing from here I will show you this temporaryclosures under attendance That is a temporary closure This center this center is based in theSouth Island of New Zealand Here you will see that their temporary closure being funded The last temporary closure theyhad was the Queen's Memorial So the day on which the Queen's Memorial was held inLondon it was declared as a public holiday in New Zealand 26th of september Sothat's why ministry approved that It will be funded Yeah yeah Now the center chose tobe closed So they were not closed last year but the year before that they chose to be closedholiday period Okay so what they did was they said from the christmas Eve to ninth of january They wereclosed but is this funded No it is called holiday period they were closed Okay Okay Soanyway you'll hear a lot about these but this is what the centers are supposed to checkbecause it matters right funding directly matters on the number of Children Number of days A center willyeah Yeah Yeah exactly exactly yep you got it Okay now next now this is ourcheck number one what it says in this check number one is that is all your attendance marked forthe days that you were open And here if they have not marked the attendance or ifsomething has happened then they will see alerts like this You click on it It says attendance forall book Children is not marked and surely when you go to the attendance marking page forare marked these ones are all marked Okay but some are remaining that's why there is an alert there'sa little little flag saying look check this date The other days are all good so you can see allof them are white Same thing with 28 29th and 30th and same thing with 4th 5th and 6th OfJanuary Okay so a center is supposed to take a note of it and they'resupposed to finalize all the attendants that's check number one second check number to checknumber two is what we call as the F C H Hours And I'm going to I'm going to showyou a little bit more about it but as soon as you marked the attendanceso I'm marking the attendance here How many Children have I got today attending Let'ssay 36 You multiply this into number of hours that a child is attending and those arethe hours that you are supposed to get the funding Simple Okay So so system is saying that itmay not have calculated F Ch And you need to click on this button sync FC H And I will tell you the reason why this happens It happens whenthe system has still not calculated the F CHR center has gone back and change something OkayOkay So check number to check number three Check number three is you are supposed to enter the contact hoursfor the teachers Okay So so teachers there is a contact our page So under staff records there isa roster and the next to the roster is a contact our space wherever They have not saved thehours How many teachers worked and and how many hours they have worked It willcome up with an alert Simple Okay Now why this is important any idea becausebased on on our discussion and also on the reviews As I checked this uh funding Umthe ministry will uh provide funds funds to the centers based on the number of hours thechild um attended the classes and also um the teachers who were able to to teach somehow I think YeahSo basic basically um it needs to be aligned on the number of hours the Children attended because apart fromthe r because R seven is like the ministry is giving funds to the center threemonths previously and then three months in advance so that they could check um if it's tally or somethingYeah You are you are you are on the on the right track but not entirely correct Okayso so so but that's good So let's say funding depends on as you mentioned FC H Which is called funded child hours Okay So that is one calculation let's sayI got 1000 hours as as a center Now these 1000 hours the ministry is going topay you funding for Sure Yes definitely They're going to pay you funding But what is the funding rate thatthey're going to pay You depend on the teacher ratios Okay The higher the ratio the higher your fundingrate The higher the ratio the higher the funding rate Now what is the ratio So let's say if Ihave got 50 Children and my ratio says that in order to be 100% Whenwe say 100% what is that 100 100% qualified teachers Okay Qualified Meaning that all myteachers hold current registration Yeah So let's say out of 50 Children If I am supposed to have fivefully registered or what is called as fully qualified teachers Five Okay And if my center says on thecontact hours they have recorded five What is my ratio My ratio is 100% Right But let's say my dependingon my Children I was supposed to have five fully qualified teachers but I'm really really struggling I couldonly get more Then my ratio will be 80% So I have five I havegot five teachers but only four of them are fully qualified Okay Right So so that ratedepends on so when you go very quickly when you go ECE funding rates sothis is as simple as it gets So if you are 100% and this is again there are a fewmore layers to it But just as a general knowledge if you are at your 100%ratio you get for a child let's say roughly $13 If the ratio drops downthen your hourly rate also drops down Simple Okay Most of the teachers most of the centers in NewZealand are between these two bands Yeah they never fall below that band Okay justso you know just so you know so they're always trying in other words they're always trying to be 100%Okay Okay now now so so that's why we have got this check This checksays this check is not saying that you are 100% or you are on 80% No this check is simplychecking whether you have saved your contact hours or not Okay Because if you don't sayhow how is the system going to calculate or how are we going to submit those hours tothe ministry Okay Right And how does it look like So if I say let'ssay if I go to the first month where I can see this alert 20th of december If I gounder roster Let's bring up 28th of December And the trick is we are notchecking the roster page we are checking the contact hours page and I'm I'm I willexplain to you what the difference is but not right now So 28th of December we go here seeit's blank But but if you go to a week before that lets 20 Decemberyou will see they had saved it on two January and these are the hours thatthey have saved for the staff And our contact our stage is saying what ratio they were onon that day So it's automatically detected by the system that once they say they have to save it theyhave to save then our system will run the calculations Okay I mean the qualifiedteachers this is a qualified teachers the green they are c can you see practicing certificate detailsYeah so linley surely they are in green but Chloe is not in green SoChloe is not a qualified teacher not a certificated teacher Yeah but kim is and then a man daysYeah Okay Um and then there's also some calculations on the roster So here on the left when youmouse over it tells you based on the number of Children that are attending duringthat hour what how many teachers they need to qualify for maximum funding and you cansee that last line for qualified staff required for maximum funding is funding as so if they have fourthere will be 100% Mm Okay Yeah 4 4 fully qualified stuff Yes Okay Okay let'smove because there's a lot more to cover but but let's let's say so as as a center I'm walkingthrough my rss rss submission right now Okay now what what is this screen This screen is telling youyour hours that you that has The system is calculated simple Okay This screen is telling youthe hours that the system has calculated Okay now so you will have under 2/2 20 hoursplus 10 Why are these done separately Because the funding rate for these hours is calculatedseparately Okay maybe for this child it is $13 This child it drops back to $11 Thenthis again $13 So depending on the age depending on its the hours of the funding rate is calculatedits age dependent Okay Okay Yeah and the last two columns they tell us what are the total hours forregistered and how many for not registered Yeah Okay This tells me that this centeris at 100% ratio Okay Yes Okay good Now um now go So here it stops over RS sevenprerequisite does not have any further steps Okay but when you go to the actual RS seven submission andI'll show it to you tomorrow you do have a few more steps where there is a declarationpart there is an attestation part and then the submit the return is submitted Okay Now when an RS sevenreturn is submitted along with that the centers are supposed to send a discretionary hours report Whatis a discretionary hours report this report you are supposed to submit it to the ministryand this report says out of the total discretionary hours that are available to you How many of them haveyou used Mhm Okay What are the discretionary hours that you can use within a funding period What isthe funding period October to january is a funding period These four months is a funding period Socurrently what is the total number of hours you can use 80 what are discretionary hours discretionary hoursmean that as a center I had I had rostered linley who is a fully qualifiedregistered teacher on 12th of december but something happened lindley fell sick She got covid positive or theson fell ill Whatever happened linley is not able to come today Okay Now you knowthis affect the ratios right If I were to remove linley and if I wereto add Luana Luana is not a fully qualified teacher then my ratio will dropdown Okay But ministry gives me the provision of using the discretionary hours So then I will calla relieving agency first of all Okay second I will check if any other teachers fully qualifiedteachers are available If no one is available then I can use either Luana umNicole any of the non qualified teacher hours I can use them as discretionary hours Okay Okay And whenI do that my ratio doesn't fall just the same correct It is as if you areusing a qualified teacher Yeah But how many can you use that The maximum 80 80in four months Okay Okay And every time you use this you must keep documentationYes Yes Yeah So there's a whole lot of so with anything with regards to MO E There is a whole lot of documentation so you have to prove that you got in touchwith the relieving agency You have to prove there was an email you have to prove there was atext message from lindley that she's sick today and she cannot make it today and you hadrostered her today Okay So all sorts of things But anyway when they file thisbecause these are the hours let's say 57.5 plus 22 plus 0.5 So how many total hours wecan say 57.5 plus 0.5 plus 20 to 80 Look they try using maximum Yeah Soso the if you give it the centers are going to use it So then the centers will alsotry to make the use of it and hence keeping their ratios So sometimes some people do do somethingum but that's not our lookout Okay so so in a nutshell when they submittheir R seven returns they must also submit the discretionary hours report And how dothey do it They will check it from here They will click on this right hand sideshortcut button email and they will email it from here itself Okay Okay so thatcompletes my RS seven return If I do this much tomorrow and and everything looks good I will receivea bulk payment on first of match When I submit my RS seven return Or each time I submitbecause if someone makes a mistake you can also resubmit it every time you doit it gets saved under your RS seven history Okay So if you want to see what did Dunstansubmit last year same time then you can go to your first of february submission date Goview And you can see this is the submission they made to the ministry Okay Now remember I told youare a seven submission has a few additional parts Okay in the few additional parts thatthey have um there is something called advanced is so right exactly like you said j that the ministrywill now pay our centers for March april May and june for the upcoming months fourmonths Okay they will pay our centers 75% in advance Okay So what they willpay this is called wash up So for October to January what we call aswash up Why wash up Because the minister would have paid them advance in the lasttime already Now the centers are supposed to send the full numbers and the ministry willwork out whether they paid more or whether they need a top up So that iscalled washing Yes Okay so there are there are a few terms that you needto be aware of term number one wash up worship meaning that we paid you 75% according toyour booking You are now eligible for 25% top up and that is your worship funding Yeah so that iscalled the positive topper Yeah Then there is another world which is called clawback clawback meaning that we paidyou 75% but now you're telling us that you had a drop in the number of Children less Childrenattended Your ratio also went down and we actually overpaid you So the ministry win Then it's calleda negative washer and that claw back will be taken away by the ministry So they did that from thenext funding Yeah Yeah What I what I understand about this wash up and then yeah the negative wash upis that um R S seven submission and then the some centers didn't provide their closures theirholidays So the ministry gave them a full amount of funding Now on the next submission ofRS seven and then these centers did they just submit that they are close on that month which supposedly itshould happen before the submission That is the time that the ministry will ask them is itliterally ask them back to give them the money Very good question Yeah you're on the right trackYeah So now I will I will Now now you see how this works Okay let me giveyou an example This is one of our centers and again this is very confidential informationSo we don't share it with anyone Okay But this is this is how on first of March oron when whenever the ministry will make the payment It happens overnight in their bank account And so hereyou will see here you will see that and they will receive what this is called a fundingnotice Okay They receive their funding notice in their education portal They all have an educational portal log in Okaynow the ministry will deposit this money and they will give the funding notice Nowwhat this notices saying that look for your center and and look actually it's good because Itold you none of the center drops But this center has dropped down to therate to 50 to 79% Yeah Instead of 80 or 90 or 100 Okay Now so what they're sayingis wash up It's resulted in 2000 worship This is negative minus eight K Okay advances 28 K Advance forfurther break it down so they will break it down exactly what they submitted in There areS7 so they would have submitted this past four months Past four months And the advancedfour months Okay The whatever they have submitted exactly the same numbers Ministry said that Look wehave also calculated based on this Okay then these are the teacher hours Okay And how doesit work How does the ministry calculate the ratio So they calculate the ratio So what they do is welooked at this Rs seven history here So we looked at this So what they do isthey total this up So this plus this this plus this this plus this and this plus this So allfour months So they will go here So total hours So and and this is howthey calculate so the total how many total qualified teacher I was 1696 How many total not certificated teacher hoursis plus 4 +96 What is the total to +192 And how is the ratio calculated The ratio is calculated+1696 divided by +2192 So it is divided by column number one divided by columnnumber three Okay your ratio is 77% And this is what they said Yeah this is what Okay OkayAnd the rates are calculated based on the 77% 77% bracket Okay so now they will sayokay look hello center you actually submitted this based on that This is what we have calculated for you Okayso they will then put that hourly rate hourly rate Blah Blah Blah Blah total And thenso this is just the washer Okay page #3 is just washer then page numberfour is just advance Okay Yeah and then um if there are there were anyerrors I will not go into any errors right now But then this is so that'sministry deduct yes Before they make the next payment they will now deduct that negative washOkay Still they are given a chance They are given a chance If they havemade any errors or anything they can resubmit there are S seven but you can imagine that in order theywill pick it up They will ask for a whole lot of documentation Yeah for them Okay soso far does this sound all good You understand this Okay Now thankfully in our systemwe also calculate this not just for the sentence under if you go to funding if you go tofunding projection we also calculate the same thing So if you select whatever period you are supposedto select depending on the ratio here The ratios are all listed here We will alsobe able to tell our centers the same thing that you saw on the funding notice Yeah Okay Yeah becausewe will project we will project for them This is this is what we call as the actualOkay this is what they have received as actually but we will project certain amount for them based onsome calculations and for that the centers have to plug in some numbers I'll cover thatlater under the funding projection But this is how even the centers can get an idea before hand onwhat they're their overall amount looks like Yeah Yeah there is always a plus or minusYeah because we don't know the ministry formula Okay But we are pretty close to itYes Yes It looks like actually almost same Yeah Okay so I'm going to finish this recording one second OkayAh Oh God did I not record stop
CAPTION TRANSLATED TO
ENGLISH LANGUAGE
Okay great So the recording has started Okay And are you able to see my screen Okay Soremember I told you j that there are two income sources for any child care center oneis the funding that they receive from Ministry of Education and another is the fees that they chargeto parents Okay now you have kind of covered the fi module a little bit So you understand thatwe'll cover that a little bit more but currently it's the RS seven season OkayWhat do we mean by RS seven season And how do our centers receive their funding Okay sothat's what we are going to cover today So this is the calendar I'll send youa link to this Uh this is the yearly calendar So the beginning of everyyear or before each new year um Rolls over Ministry publishes these dates Okay pretty much they have thesame For example if you look at february So we are in january Now February which is tomorrowOkay Our our RS seven submission period opens what it means And when does it closeAnd it closes Here Wednesday eight March So it will run from Wednesday to Wednesday Why Usually it's fivedays only But because of these public holidays that are coming in between what will happen is thatuh it's the last day is eight Usually it's five working days Oh so monday is anotherholiday So um I assume I don't have any work again You don't have to log in on mondayOkay Okay so so from tomorrow our centers will submit their RS seven return and on the eighthof March it will end now will that be the last last day No If they wish tohave their if they wish to have their payment received on um 1st of March So If they wantthe payment from the Ministry of Education on one March then the last date isnine February Okay Okay They can also submit it after nine February but their payment will only happen onfile within those five days initial five days then they will receive the payment All of them willreceive the payment on first of March Okay Okay So it is it is safe to saythat 99% of all our centers that we have we will submit it within the firstfive days because who wants to wait for a payment for another 15 days Okay So that's why wewill experience a heavy traffic which is fine Uh there's no problem with that and hence we will alsowe will also have a lot more support calls Okay what what is that exercise How does itlook like Okay so for any center it looks something like this So they gounder M O Okay now I'm going to go to this check prerequisite check but it is as as goodas clicking on here So tomorrow they will click on here So when I click on ittoday you will see that begin button is not there So it will only become active tomorrow because the returnopens from tomorrow Okay Okay So but but I'm going to exactly show you what they'regoing to do So I'm going to go under prerequisite So currently um a monthbefore their submission our prerequisite check opens up What it allows them to do is it allows themto perform three important checks Okay so when you go begin um this this is juststandard it tells the cycle so october to january So our centers are submitting theirdata for october to january Simple Okay next please ensure you have entered holidays funded Okaywhat we are asking them to do is holidays and temporary closures They need tocheck because the day when they were closed that day when they were not open theyare not supposed to be receiving the funding or depending on the type they may receive the funding What isan example An example is if a center chose to keep closed during the christmas holidays andthey were closed for let's say three weeks That was the center decision to beclosed and hence no funding is supposed to be received Okay so this is what we call asa holiday period Yeah but if there are national holidays yeah national holidays are also called holidayswhich we enter our support team enters in the system Okay Yes correct And Waitangi Day which iscoming up next monday Yeah so Waitangi Day or um ANZAC Day those are the holidaysthat we enter in the system christmas holidays easter holidays and so on Okay thenwe have anniversary days anniversary days meaning that we have different regions Um and so ifAuckland anniversary nelson anniversary you know Canterbury So so so there are different regions and againthere is an uh common new Zealand calendar holidays calendar you can easily find outall these holidays from there as well Okay so no payments for these Okay However howeveras I told you we had a flood situation in Auckland Okay then in the past we'vehad Covid Okay then suddenly something happens and let's say there is an electricity outage Okay okay what happensis either the ministry will send a bulletin or the centers can call up the ministry office and they canget it approved as a temporary closure Okay When we had Covid sometimes all the teachers weresick Yeah so the Children are there but there are no teachers you cannot keep thecenter open Okay so someone from the center will call the ministry office and they'llsay look this is the situation one of the staff would have to approve that temporary closure So either itwill get mass approved must approve meaning everyone in Auckland so now now we know you know in Aucklandeveryone has been given um has been given the approval to keep their centers closed for a week Okayso so in the same way the ministry will give approval or the center can ask forapproval but that is called a temporary closure Why why is it different Because here this day is funded althoughthey kept it close It is funded Okay So that's why you see holiday temporary closures temporaryclosures are usually funded Yeah but it it really depends I mean it's it's it's notfair to say they are funded It depends on what code you enter So I'lljust show you very quickly you know digressing from here I will show you this temporaryclosures under attendance That is a temporary closure This center this center is based in theSouth Island of New Zealand Here you will see that their temporary closure being funded The last temporary closure theyhad was the Queen's Memorial So the day on which the Queen's Memorial was held inLondon it was declared as a public holiday in New Zealand 26th of september Sothat's why ministry approved that It will be funded Yeah yeah Now the center chose tobe closed So they were not closed last year but the year before that they chose to be closedholiday period Okay so what they did was they said from the christmas Eve to ninth of january They wereclosed but is this funded No it is called holiday period they were closed Okay Okay Soanyway you'll hear a lot about these but this is what the centers are supposed to checkbecause it matters right funding directly matters on the number of Children Number of days A center willyeah Yeah Yeah exactly exactly yep you got it Okay now next now this is ourcheck number one what it says in this check number one is that is all your attendance marked forthe days that you were open And here if they have not marked the attendance or ifsomething has happened then they will see alerts like this You click on it It says attendance forall book Children is not marked and surely when you go to the attendance marking page forare marked these ones are all marked Okay but some are remaining that's why there is an alert there'sa little little flag saying look check this date The other days are all good so you can see allof them are white Same thing with 28 29th and 30th and same thing with 4th 5th and 6th OfJanuary Okay so a center is supposed to take a note of it and they'resupposed to finalize all the attendants that's check number one second check number to checknumber two is what we call as the F C H Hours And I'm going to I'm going to showyou a little bit more about it but as soon as you marked the attendanceso I'm marking the attendance here How many Children have I got today attending Let'ssay 36 You multiply this into number of hours that a child is attending and those arethe hours that you are supposed to get the funding Simple Okay So so system is saying that itmay not have calculated F Ch And you need to click on this button sync FC H And I will tell you the reason why this happens It happens whenthe system has still not calculated the F CHR center has gone back and change something OkayOkay So check number to check number three Check number three is you are supposed to enter the contact hoursfor the teachers Okay So so teachers there is a contact our page So under staff records there isa roster and the next to the roster is a contact our space wherever They have not saved thehours How many teachers worked and and how many hours they have worked It willcome up with an alert Simple Okay Now why this is important any idea becausebased on on our discussion and also on the reviews As I checked this uh funding Umthe ministry will uh provide funds funds to the centers based on the number of hours thechild um attended the classes and also um the teachers who were able to to teach somehow I think YeahSo basic basically um it needs to be aligned on the number of hours the Children attended because apart fromthe r because R seven is like the ministry is giving funds to the center threemonths previously and then three months in advance so that they could check um if it's tally or somethingYeah You are you are you are on the on the right track but not entirely correct Okayso so so but that's good So let's say funding depends on as you mentioned FC H Which is called funded child hours Okay So that is one calculation let's sayI got 1000 hours as as a center Now these 1000 hours the ministry is going topay you funding for Sure Yes definitely They're going to pay you funding But what is the funding rate thatthey're going to pay You depend on the teacher ratios Okay The higher the ratio the higher your fundingrate The higher the ratio the higher the funding rate Now what is the ratio So let's say if Ihave got 50 Children and my ratio says that in order to be 100% Whenwe say 100% what is that 100 100% qualified teachers Okay Qualified Meaning that all myteachers hold current registration Yeah So let's say out of 50 Children If I am supposed to have fivefully registered or what is called as fully qualified teachers Five Okay And if my center says on thecontact hours they have recorded five What is my ratio My ratio is 100% Right But let's say my dependingon my Children I was supposed to have five fully qualified teachers but I'm really really struggling I couldonly get more Then my ratio will be 80% So I have five I havegot five teachers but only four of them are fully qualified Okay Right So so that ratedepends on so when you go very quickly when you go ECE funding rates sothis is as simple as it gets So if you are 100% and this is again there are a fewmore layers to it But just as a general knowledge if you are at your 100%ratio you get for a child let's say roughly $13 If the ratio drops downthen your hourly rate also drops down Simple Okay Most of the teachers most of the centers in NewZealand are between these two bands Yeah they never fall below that band Okay justso you know just so you know so they're always trying in other words they're always trying to be 100%Okay Okay now now so so that's why we have got this check This checksays this check is not saying that you are 100% or you are on 80% No this check is simplychecking whether you have saved your contact hours or not Okay Because if you don't sayhow how is the system going to calculate or how are we going to submit those hours tothe ministry Okay Right And how does it look like So if I say let'ssay if I go to the first month where I can see this alert 20th of december If I gounder roster Let's bring up 28th of December And the trick is we are notchecking the roster page we are checking the contact hours page and I'm I'm I willexplain to you what the difference is but not right now So 28th of December we go here seeit's blank But but if you go to a week before that lets 20 Decemberyou will see they had saved it on two January and these are the hours thatthey have saved for the staff And our contact our stage is saying what ratio they were onon that day So it's automatically detected by the system that once they say they have to save it theyhave to save then our system will run the calculations Okay I mean the qualifiedteachers this is a qualified teachers the green they are c can you see practicing certificate detailsYeah so linley surely they are in green but Chloe is not in green SoChloe is not a qualified teacher not a certificated teacher Yeah but kim is and then a man daysYeah Okay Um and then there's also some calculations on the roster So here on the left when youmouse over it tells you based on the number of Children that are attending duringthat hour what how many teachers they need to qualify for maximum funding and you cansee that last line for qualified staff required for maximum funding is funding as so if they have fourthere will be 100% Mm Okay Yeah 4 4 fully qualified stuff Yes Okay Okay let'smove because there's a lot more to cover but but let's let's say so as as a center I'm walkingthrough my rss rss submission right now Okay now what what is this screen This screen is telling youyour hours that you that has The system is calculated simple Okay This screen is telling youthe hours that the system has calculated Okay now so you will have under 2/2 20 hoursplus 10 Why are these done separately Because the funding rate for these hours is calculatedseparately Okay maybe for this child it is $13 This child it drops back to $11 Thenthis again $13 So depending on the age depending on its the hours of the funding rate is calculatedits age dependent Okay Okay Yeah and the last two columns they tell us what are the total hours forregistered and how many for not registered Yeah Okay This tells me that this centeris at 100% ratio Okay Yes Okay good Now um now go So here it stops over RS sevenprerequisite does not have any further steps Okay but when you go to the actual RS seven submission andI'll show it to you tomorrow you do have a few more steps where there is a declarationpart there is an attestation part and then the submit the return is submitted Okay Now when an RS sevenreturn is submitted along with that the centers are supposed to send a discretionary hours report Whatis a discretionary hours report this report you are supposed to submit it to the ministryand this report says out of the total discretionary hours that are available to you How many of them haveyou used Mhm Okay What are the discretionary hours that you can use within a funding period What isthe funding period October to january is a funding period These four months is a funding period Socurrently what is the total number of hours you can use 80 what are discretionary hours discretionary hoursmean that as a center I had I had rostered linley who is a fully qualifiedregistered teacher on 12th of december but something happened lindley fell sick She got covid positive or theson fell ill Whatever happened linley is not able to come today Okay Now you knowthis affect the ratios right If I were to remove linley and if I wereto add Luana Luana is not a fully qualified teacher then my ratio will dropdown Okay But ministry gives me the provision of using the discretionary hours So then I will calla relieving agency first of all Okay second I will check if any other teachers fully qualifiedteachers are available If no one is available then I can use either Luana umNicole any of the non qualified teacher hours I can use them as discretionary hours Okay Okay And whenI do that my ratio doesn't fall just the same correct It is as if you areusing a qualified teacher Yeah But how many can you use that The maximum 80 80in four months Okay Okay And every time you use this you must keep documentationYes Yes Yeah So there's a whole lot of so with anything with regards to MO E There is a whole lot of documentation so you have to prove that you got in touchwith the relieving agency You have to prove there was an email you have to prove there was atext message from lindley that she's sick today and she cannot make it today and you hadrostered her today Okay So all sorts of things But anyway when they file thisbecause these are the hours let's say 57.5 plus 22 plus 0.5 So how many total hours wecan say 57.5 plus 0.5 plus 20 to 80 Look they try using maximum Yeah Soso the if you give it the centers are going to use it So then the centers will alsotry to make the use of it and hence keeping their ratios So sometimes some people do do somethingum but that's not our lookout Okay so so in a nutshell when they submittheir R seven returns they must also submit the discretionary hours report And how dothey do it They will check it from here They will click on this right hand sideshortcut button email and they will email it from here itself Okay Okay so thatcompletes my RS seven return If I do this much tomorrow and and everything looks good I will receivea bulk payment on first of match When I submit my RS seven return Or each time I submitbecause if someone makes a mistake you can also resubmit it every time you doit it gets saved under your RS seven history Okay So if you want to see what did Dunstansubmit last year same time then you can go to your first of february submission date Goview And you can see this is the submission they made to the ministry Okay Now remember I told youare a seven submission has a few additional parts Okay in the few additional parts thatthey have um there is something called advanced is so right exactly like you said j that the ministrywill now pay our centers for March april May and june for the upcoming months fourmonths Okay they will pay our centers 75% in advance Okay So what they willpay this is called wash up So for October to January what we call aswash up Why wash up Because the minister would have paid them advance in the lasttime already Now the centers are supposed to send the full numbers and the ministry willwork out whether they paid more or whether they need a top up So that iscalled washing Yes Okay so there are there are a few terms that you needto be aware of term number one wash up worship meaning that we paid you 75% according toyour booking You are now eligible for 25% top up and that is your worship funding Yeah so that iscalled the positive topper Yeah Then there is another world which is called clawback clawback meaning that we paidyou 75% but now you're telling us that you had a drop in the number of Children less Childrenattended Your ratio also went down and we actually overpaid you So the ministry win Then it's calleda negative washer and that claw back will be taken away by the ministry So they did that from thenext funding Yeah Yeah What I what I understand about this wash up and then yeah the negative wash upis that um R S seven submission and then the some centers didn't provide their closures theirholidays So the ministry gave them a full amount of funding Now on the next submission ofRS seven and then these centers did they just submit that they are close on that month which supposedly itshould happen before the submission That is the time that the ministry will ask them is itliterally ask them back to give them the money Very good question Yeah you're on the right trackYeah So now I will I will Now now you see how this works Okay let me giveyou an example This is one of our centers and again this is very confidential informationSo we don't share it with anyone Okay But this is this is how on first of March oron when whenever the ministry will make the payment It happens overnight in their bank account And so hereyou will see here you will see that and they will receive what this is called a fundingnotice Okay They receive their funding notice in their education portal They all have an educational portal log in Okaynow the ministry will deposit this money and they will give the funding notice Nowwhat this notices saying that look for your center and and look actually it's good because Itold you none of the center drops But this center has dropped down to therate to 50 to 79% Yeah Instead of 80 or 90 or 100 Okay Now so what they're sayingis wash up It's resulted in 2000 worship This is negative minus eight K Okay advances 28 K Advance forfurther break it down so they will break it down exactly what they submitted in There areS7 so they would have submitted this past four months Past four months And the advancedfour months Okay The whatever they have submitted exactly the same numbers Ministry said that Look wehave also calculated based on this Okay then these are the teacher hours Okay And how doesit work How does the ministry calculate the ratio So they calculate the ratio So what they do is welooked at this Rs seven history here So we looked at this So what they do isthey total this up So this plus this this plus this this plus this and this plus this So allfour months So they will go here So total hours So and and this is howthey calculate so the total how many total qualified teacher I was 1696 How many total not certificated teacher hoursis plus 4 +96 What is the total to +192 And how is the ratio calculated The ratio is calculated+1696 divided by +2192 So it is divided by column number one divided by columnnumber three Okay your ratio is 77% And this is what they said Yeah this is what Okay OkayAnd the rates are calculated based on the 77% 77% bracket Okay so now they will sayokay look hello center you actually submitted this based on that This is what we have calculated for you Okayso they will then put that hourly rate hourly rate Blah Blah Blah Blah total And thenso this is just the washer Okay page #3 is just washer then page numberfour is just advance Okay Yeah and then um if there are there were anyerrors I will not go into any errors right now But then this is so that'sministry deduct yes Before they make the next payment they will now deduct that negative washOkay Still they are given a chance They are given a chance If they havemade any errors or anything they can resubmit there are S seven but you can imagine that in order theywill pick it up They will ask for a whole lot of documentation Yeah for them Okay soso far does this sound all good You understand this Okay Now thankfully in our systemwe also calculate this not just for the sentence under if you go to funding if you go tofunding projection we also calculate the same thing So if you select whatever period you are supposedto select depending on the ratio here The ratios are all listed here We will alsobe able to tell our centers the same thing that you saw on the funding notice Yeah Okay Yeah becausewe will project we will project for them This is this is what we call as the actualOkay this is what they have received as actually but we will project certain amount for them based onsome calculations and for that the centers have to plug in some numbers I'll cover thatlater under the funding projection But this is how even the centers can get an idea before hand onwhat they're their overall amount looks like Yeah Yeah there is always a plus or minusYeah because we don't know the ministry formula Okay But we are pretty close to itYes Yes It looks like actually almost same Yeah Okay so I'm going to finish this recording one second OkayAh Oh God did I not record stop