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Enrolments & attendance Enquiry to roll call, one record The guardian portal Journal, invoices and consents Learning & records Te Whāriki entries, media library Daily care Sleep, nappies, absences, excursions Health & medical Plans, medication, allergies Home-based services Schedule 1A, educators, coordinatorsCompliance & safety
Ratios & funding Schedule 2, RS7, ECE Census Hazards & incidents Registers, drills, HSWA evidence Governance & quality ERO cycles, consultation, checklists Reports 72 built in, across thirteen areas Automation & setup 26 daily checks, your wordingRunning the organisation
Staff & rosters Records, pay parity, costed rosters Hiring & recruitment Vacancies, careers page, safety checks Billing & payments Invoices, bonds, late fees Property & assets Sites, equipment, fleet Contractors & works Jobs, projects, vetting Portals & kiosks Sign-in tablets for every door Seeing your day Dashboard, tasks, messagesCase study
Attendance in one system, funding returns in a spreadsheet, staff records in a shared drive and incidents on paper. Census week took three people a fortnight. It now takes one afternoon.
None of it was anyone's fault. It had grown one centre at a time over eleven years, and every part worked on its own. What did not work was any question that crossed two of them.
Attendance
A tablet at each centre, exported monthly
Funding returns
Rebuilt by hand in a spreadsheet
Staff records
Folders on a shared drive
Incidents
Paper, filed at the centre
One record per child
Attendance, funding, billing, health and the family's own view of it all, read from the same enrolment. A question that used to cross two systems now crosses two tabs.
Not the daily work. Teachers signed children in, managers approved leave, invoices went out. The cost sat in every question that needed two systems at once, and those were the questions that mattered most.
Which certificates lapse before the end of term. Whether a centre held ratio on a specific Tuesday in March. How much a family owed once a credit note from two months ago was taken into account. Each of those took half a day and produced a number nobody entirely trusted.
I used to keep my own spreadsheet of when everyone's certificates ran out, because I did not trust the one on the drive to be current.
Nine months, two centres at a time. The order was chosen deliberately, and the part that took longest was not the software.
Months 1–2
Enrolments, children and guardians imported. Historical attendance was deliberately left behind, because a clean line was judged worth more than a complete history, and the old system stayed read-only for two years.
Month 3
The longest part of the whole move, and none of it technical. Eleven centres had each named rooms, session types and absence reasons differently. Agreeing one set took six weeks.
Months 4–7
A fortnight of overlap per pair, with both systems live. No centre ran on two systems for longer than that, which is what stopped the move becoming permanent.
Month 8
The first RS7 built from recorded attendance rather than from an export. Checked against the spreadsheet for two returns, then the spreadsheet was retired.
Month 9
Left until last on purpose. Certificates and police vets were the messiest data and the least urgent to move, so they went once everything else was steady.
The fortnight was never the counting. It was assembling the thing to count from four exports and reconciling them against each other.
Reading the same records the rest of the year runs on removes that step entirely, which is why the saving is measured in weeks rather than percentages.
The association's own figures, comparing the twelve months before the move with the twelve months after.
Census preparation
Three people, two weeks
One person, one afternoon
Monthly funding return
Rebuilt by hand from exports
Read from recorded attendance
Certificate expiry
Noticed on the day
Flagged six weeks out
Family account queries
Half a day to answer
On screen, netted per payer
Ratio evidence
Reconstructed from timesheets
A report, as at any date
Systems paid for
Four
One
We did not buy this to save money. We bought it so that when the Ministry asks a question, the answer takes ten minutes and I believe it.
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