Welcome to the School-Age Child Care (SACC) and Employee Child-Care Center (ECCC) Management System. SEMS is a web-based application that provides Fairfax County the ability to electronically manage registration for the school-age childcare programs located in Fairfax County schools. This application combines the Accounts Receivable System with the Registration system in an integrated solution that supports the program's registration, accounting, and monitoring needs.
The web-based Accounts Receivable application was developed to replace manual accounts receivable services. The Fairfax County Office for Children uses Accounts Receivable for data entry and reporting, while the Fairfax County School-Age Child Care (SACC) staff uses the application to generate reports. Accounts Receivable performs the invoicing, processing, collections, and financial account management for the registration process. Historically, Accounts Receivable interacted with the SACC registration system through a daily data feed, generating automatic adjustments, based on registration changes, and producing client invoices monthly.
Accounts Receivable provides internet-based data entry and reporting capabilties to Fairfax County staff. The accounts receivable functions available to the Fairfax County staff include:
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The SACC and ECCC Management system (SEMS) supports the Fairfax County registration and finance staff. The system provides internet-based management of registration for the school-age children programs. It enables account maintenance, processes enrollments, implements childcare subsidies and sliding fee scales, all according to specific Fairfax County business rules. Different types of childcare programs with different durations are managed simultaneously, and waiting lists for all childcare programs are also maintained. The integration of registration and accounting enables maintenance of real-time account balances and analysis of revenue and delinquency, and expands the availability of financial data.
Fairfax County also operates an Employee Child-Care Center (ECCC). ECCC registration used a manual system for registration and the county's financial system for accounting. ECCC registration and accounting procedures are now incorporated into the SEMS application.
This help system provides instruction and assistance for users of this application. The pages that follow describe how users can move around in the system, who has user access, and functions necessary for viewing, reporting, data entry, and data management within SEMS.
The Welcome screen (Home page) displays the following information:
Menu bar - The menu bar consists of options available from all SEMS reports and data entry screens. These options provide quick access to commonly used tasks such as displaying the Home page or the Help page for the current tab or screen you are viewing. Access to the menu bar options are based on the user role assigned to your SEMS user account.
SEMS Main Menu - The SEMS main menu provides access to the SEMS reports and data entry screens based on the user role assigned to your SEMS user account.
Pending Applications - The number of pending applications to be processed are displayed in this section.
Message of the Day - The SEMS messages are displayed in this section of the screen based on user groups and the user role assigned to your SEMS user account. The messages consists of the following user groups: Global (all users), Center Staff, Registration users, Finance users, Parent General, and Parent Summer.
Recent Accounts - Provides the number of accounts that are currently open and a list of the last five recently closed accounts. Note the following:
To display the open accounts, click the Open Accounts link. The open accounts are displayed with the most recently opened account showing the last tab visited.
To open a recently closed account, click the account number. The account is opened and the Account Summary tab is displayed for the account.
The menu bar consists of options available from all screens. It is located in the upper-right corner and includes the following:
Home - Displays the SEMS messages, the number of open accounts, and a list of the last five recently closed accounts.
SOA - Displays the Statement of Account screen. Note the following:
If an account is open when the SOA option is selected, the Statement of Account report screen appears with the account number filled in. Click Back from the Statement of Account screen to return to the open account on the Account Summary screen.
If there are multiple accounts open when the SOA option is selected, the active main tab (account number) shaded in blue will be used on the Statement of Account report screen.
If no account is open when the SOA option is selected, the Account # field is blank on the Statement of Account report screen.
Open Accounts - Displays the accounts that are currently open. The Open Accounts option only appears if you have opened one or more accounts.
Pending Applications - Identifies the number of pending applications to be processed and displays the Parent Applications Search screen when selected.
Information- Displays the Information menu with selections to display the help topic for the current tab or screen and the SEMS version information.
Account- Displays the Account menu with selections to change your password or log out.