7 factors to choosing the right CCS software

On the hunt for CCS software that does everything you want and is easy to use?

Pigs can fly right! - Well technically no they can’t (yet), but don’t be discouraged, although all CCS software will offer some of the same things, no two providers are equal, so here are 7 important factors to check off when hunting for “the one”.

‍

Factor 1: Integration

Does the software integrate with other systems?  This can be a major factor when deciding on a CCS software because you may already have systems in place and having the ability to integrate these into your new system will make it a lot more straightforward without the need to change everything that you are doing.

‍

Factor 2: Functionality

What functionality does the new software provide? Does it allow for automated processes to save manual labour and double handling, such as online enrolments for families, direct debiting, invoices, statements, reporting, ratios, staffing, electronic sign in etc.  There are many options and you want to have a CCS software that meets all your fundamental requirements.

‍

Factor 3: Development and innovation

Is the software regularly updated and are they meeting industry needs?  When considering a new CCS software you want to make sure that it not only meets your current needs but as we are in an ever changing industry you need to ensure that you are moving to a software that is prepared to move with the times and meet your future needs as well.

‍

You should also ask any CCS software that you are looking into how they adjust to major updates and rapidly changing needs of the industry or Government announcements as all services know that things change quickly and services don’t have time to just sit back and wait for updates for weeks.

‍

Factor 4: Storage, security and safety

Will your data be safely stored on-shore? And is the software registered by the Federal Department of Education, Skills and Employment and abides with the CCSS and CCMS IT security and development principles for software providers?  These are two very important questions that you should ask your new software provider. 

‍

You need to ensure that the software abides with the Australian Government’s 13 Australian Privacy Principles as without these things you won’t be able to connect with CCS and you can’t be certain of your data’s safety and security.

‍

Factor 5: Data backup

Not only is it important to backup your data but you need to think about how this is done and if you need to remember to do this yourself.  You should ask any new CCS software provider what their data backup process is and what steps you will need to take (e.g. what will be automatic vs manual?) and you should also ask about the process of accessing any data backups if required.

‍

Factor 6: Automatic updates

There will always be updates and changes, something to consider is if you are using a web based system, an app or a computer based program is how you will access these updates and what steps you will need to take to download them. For most web based systems it will likely be an automatic process, meaning you will have a constantly up to date version without the need to download additional software.

Factor 7: User access and authentication

With many people having access to your CCS software you need to ensure that you have control over who can access each area, who can make changes and what each person can see.  All staff should have their own access and you should be able to track who has made changes, who has submitted attendances or who has access to which parts of the program.  You need to be able to archive old staff so that they can’t access information they should no longer have access to, and you should be able to add staff as needed.

‍

It’s time to cross off that checklist

Above all you need to do your research, not all CCS software will meet your needs or have the additional features and functionality that you would like. Make a list of your must-have features and make sure that they are available. Then look at your nice to have features, you may not get them all but it’s good to have most of them available. 

‍

Did you know that by using HubWorks (our CCS software) your waitlist/enrolment, daily sign in, weekly CCS attendance submissions and parent billing processes are all digital, seamlessly integrated, simple to use and everything is safely hosted on AWS? - that’ll do pig, that’ll do. To see how you can make the easy switch to HubHello, simply call us on 1300 769 110.

‍