Choosing early years management software is an important task: get it right and it will save you hours of work and enable you to run your setting more efficiently; get it wrong and you risk wasting your money and time, as well as compromising the effectiveness of your provision.
There is a host of different specialist software programmes on the market for childcare providers, and the advice from the early years sector is to do your research and, if you can, try before you buy.
'Nursery management software is increasingly becoming an important resource for nurseries,' says Purnima Tanuku, chief executive of National Day Nurseries Association.
'But take your time when choosing a provider. Although using this type of software can offer many benefits, you should check that you are getting something that meets your needs.
'Sit down with your team and talk it through with them to determine what these are, and make sure that you research a range of providers and see what they can offer to give you value for money.'
The companies in the nursery software market have different backgrounds, which can have a bearing on their products. So, it is worth checking out the software suppliers on your shortlist to see if their product and approach is compatible with your needs.
For example, Liquid Crystal, which produces Little Gems, is an accountancy practice specialising in day nursery economics. Its software focuses on maximising the efficiency and effectiveness of clients' accounting, administration and business planning.
Meanwhile, Appsoftbiz focuses on nursery practice. It is due to launch its EYFS Manager programme in January, which is based around the individual needs of the child and provides real-time observation monitoring. It is not a tick-box application but enables practitioners to record, via digital cameras and microphones, an individual's activities and development.
When choosing the right software for your business, you must not forget to take into account the after-sales service on offer.
According to one supplier, some customers are so computer-literate that the only post-purchase contact is when upgrades and updates are needed. But for others, a comprehensive service contract is absolutely vital as there is so little in-house computer knowledge the nursery relies heavily on its supplier's support team.
Be honest about your capabilities and decide how much support you and your team will probably need. Make sure that you will be able to access it when you need it, without having to wait too long.
No one working in early years needs reminding about the scale of regulatory changes in recent years, and you should ensure that whatever system you pick is up to date. Find out how the company handles updates to keep its programmes current with Government policy and the latest funding initiatives.
'Most software companies are happy to offer you a free demonstration that shows you how it will work in practice,' says Ms Tanuku.
'Do take this up as it will help you decide if it will work for you, and may also help you think about other requirements. You should also check if you have to pay for updates to your software or training on how to use the system.
'When making this type of investment, as well as meeting your budget you need to be sure that you are making the right choice.
'Price is, of course, a factor, but it is not the only thing. You also need to be confident that what you are investing in will help you and your team, and prove to be a long-term asset for the nursery.'
AT-A-GLANCE GUIDE
PRODUCT/COMPANY
Abacus Nursery Management Software/Parenta
CONTACT
Tel: 0870 747 9066, www.Parenta.com
COST
Our Fair Price Policy reflects individual nursery circumstances but on average people pay £1,995 + VAT
SYSTEM REQUIREMENTS
A broadband enabled pc
AFTER-SALES SERVICE
Award-winning customer service 8am to 8pm with guaranteed one-hour response. A designated team of customer care advisers call clients to check they are getting the best out of the system. Automatic product updates, new/improved features are rolled out free of charge, unlimited training and advice.
FEATURES
Online nursery management software provides secure access to live nursery information 24 hours a day from any computer with an Internet connection. You can provide parents with secure access to their child's information on Abacus, so it becomes their responsibility to keep important information like allergies and dietary requirements up to date, and even allows them to check their invoices and account balances online.
CUSTOMER COMMENT
I used Parenta's original product and was reluctant to change when they upgraded to Abacus, but I have to admit it is fantastic and does everything I could want. It is my lifeline. The support staff are great. They will log and work with you online and give you a tutorial as they show you how to put something right. I have tested other systems but this is the only one for me. Sally Bligh-Smith, manager, Little World Nursery, Wirral Multi-Cultural Organisation
PRODUCT/COMPANY
ChildsPlayManager/TurnTide Systems
CONTACT
Tel: 01634 717329, www.childsplaysoftware.co.uk
COST
Childsplay can be purchased from £65 inc VAT per month
SYSTEM REQUIREMENTS
Windows compatible
AFTER-SALES SERVICE
Offers four levels of support depending on customers' needs, ranging from Bronze (£95 a year), offering an e-support service and bi-annual updates, to Platinum (£325 a year), including monthly updates, a personalised manual for your setting, unlimited additional reports, unlimited free telephone support.
FEATURES
Covers standard features of nursery management software as well as EYFS software and is tailor-made to suit each individual setting's needs.
CUSTOMER COMMENT
It is much easier to use than our previous system. The support team are really helpful. They will work with you online and show you how to do things, and guide you while solving the problem.
Alex Cowley, manager, Sun Rise Nursery, Winsford, Cheshire
PRODUCT/COMPANY
ConnectChildcare/Connect Software Solutions
CONTACT
Tel: 0844 37 111 37, www.connectsoftware.net
COST
Prices from £495 +VAT
SYSTEM REQUIREMENTS
600 MHZ Pentium Processor, 256MB RAM memory, 500MB free hard disk space, 1024x768 screen resolution, Windows 2000/XP/Vista
AFTER-SALES SERVICE
For £30 a month plus VAT customers receive unlimited online support and training between the hours of 8am and 8pm Monday to Friday. Four free upgrades per year, which incorporate requests from customers.
FEATURES
Fully networkable, integrated CCTV and child safety monitoring, child and staff details, automatic NEG/NNI/EYFS and milk returns, seamless integration into Sage accounts.
CUSTOMER COMMENT
They are very flexible and take up the challenges we throw at them. For example, when we first started with them we wanted a system for collecting direct debits. We are now asking them to look a biometrics - fingerprint reading - and to integrate that into the software. Chris Townson, owner/director, Toybox Day Nurseries, Bedfordhsire
PRODUCT/COMPANY
FirstSteps/Rio Computers T/A FirstSteps Software
CONTACT
Tel: 0845 4700 740, www.firststeps-software.com
COST
FirstStepsSoftware licence for a single nursery from £995 + VAT
SYSTEM REQUIREMENTS
Any PC running XP or Vista
AFTER-SALES SERVICE
FirstSteps Cover (maintenance and support contract) is optional after first year and payable on a sliding scale according to the number of licences. The current rate is approximately £27 + VAT pcm for a single nursery, which also includes free updates. Complete account management with training, support and maintenance service.
FEATURES
Covers all areas of nursery administration from enquiries through to invoicing, staffing and occupancy planning. It produces numerous reports and consolidates information for nursery chains. New features are integration with security systems and a direct debit collection module.
CUSTOMER COMMENT
It is very simple to use, you don't have to have an IT head to get to grips with it, yet it is comprehensive and it has been tailored to suit our individual needs as a nursery. The support team are brilliant. Toni Fountain, manager, Toad Hall Nursery, Rayleigh, Essex
PRODUCT/COMPANY
Instant Nursery Manager/Datamove Computer Solutions
CONTACT
Tel: 0116 237 5017, www.instantnursery manager.co.uk
COST
Option 1 - £47.50 + VAT trial version limited to 50 children
Option 2 - £495 + VAT unlimited children
SYSTEM REQUIREMENTS
Any computer purchased within the past four years. Any Windows operating system, Pentium II, 50 MB of hard disk space, 128MB RAM.
AFTER-SALES SERVICE
First 12 months free, thereafter optionally £5 per month. Covers support for telephone, internet and remote desktop.
FEATURES
Covers the full range of early years management duties from staffing ratios to accounts - including flagging up who is owing - plus management support features such as 'Future forecast of age group occupancy' and 'List of Born Between details' for early years funding information.
CUSTOMER COMMENT
We have had it since September 2007. They were brilliant helping us get it going and it has made my life so much easier. It is fantastic for making sure the ratios are right and for doing the invoices. If we ever have a query there is always someone there to help. I wouldn't be without it. Katrina Taylor, owner/manager, Mawlsey Day Nursery, Kettering
PRODUCT/COMPANY
Nursery-Net/Nursery-Net
CONTACT
Tel: 01489 578971, www.nursery-net.com
COST
From £29.99 per month plus VAT
SYSTEM REQUIREMENTS
Minimum - internet connection 1meg cable or DSL; XP or Vista, computer processor, 1GHz or better; memory, 512 MB or more; hard disk: 350MB, screen resolution: 1024x768 pixels or higher
AFTER-SALES SERVICE
Support service is available 24 hours a day via support tickets. Telephone support. Online and on-site training. Dedicated support team. Built-in help files and how to's.
FEATURES
Ability to forecast accurately for both children and staff. Fully integrated accredited accounts and payroll package. Nursery-Net helps with nearly every part of the new EYFS framework and curriculum, from recording the required information about children and parents to producing meaningful and relevant short-term planning, based on children's individual development.
CUSTOMER COMMENT
It saves me so much time doing invoices or the payroll. When you have an enquiry from a parent, instead of having to hunt for bits of paper it is all there in front of you. They are a young company and very flexible, so if we come up with a suggestion they listen and try to incorporate it if they can.
