A key element of the child care package is a new child care IT system, the Child Care Subsidy System (CCSS), will provide a new interface for child care providers and services.
As a child care provider, you must transition to the CCSS to ensure you do not miss out on receiving Child Care Subsidy payments on behalf of families.
To transition to the CCSS, you will need to access the Provider Entry Point (the PEP). The Provider Entry Point is an online interface which child care providers will use to manage their child care service approvals and interact with the CCSS.
Completing your transition to the Child Care Subsidy System will not affect your current operation as a CCB approved provider and you will continue to operate as a CCB approved provider until 2 July 2018. However, will not be able to receive CCS payments after that date if you have not completed all of the transition steps.
The information on this webpage sets out everything you need to do to complete transition. You might also find it useful to download and print the CCS Readiness Fact Sheet for Providers which gives extra detail about the transition steps and will be a handy checklist to refer to over the next few weeks.
What do I need to do?
Step 1 - Complete the Online Transition Form
Using the information and instructions in the letter the department recently sent you, log on to the Provider Entry Point using your PRODA Username and Password and complete the online Transition Form.
To complete your online Transition Form you will need:
- The letter recently sent to you from the department. This letter includes essential information you need to enter in your online Transition Form. It also includes a Task Card with step by step instructions. If you don’t have your letter with your transition information, you should contact the CCMS Helpdesk on 1300 667 276 and ask that a copy be re-sent.
- At least one person who has the role of Person with Management or Control of the Provider must be registered in PRODA to complete the online Transition Form. This person will need their PRODA user name and password to log on to the PEP. All key staff in specified personnel roles must be registered in PRODA before 2 July 2018. Find out more about PRODA registration below.
- The person completing the Transition Form will need access to the email account that was used to create their PRODA account. This because they will need to obtain a verification code which is emailed to this account.
- Your National Law Provider Approval Number (eg PR-000000000) if you have one plus the email address you use to log on to your NQA ITS account through the Australian Children’s Education & Care Quality Authority (ACECQA) website. You can search the provider records on the ACECQA website to check your Provider Approval Number.
Step 2 – Set up your child care software
If you are using child care software, your software provider will be able to assist you in activating and setting up your child care software product. You will then be able to use your software product to complete the final steps in your transition.
Step 3 – Update provider/service details, check or create enrolments and link personnel
If you are using child care software, your software provider will be able to assist you in completing these final steps. If you are not using child care software, you can complete these tasks directly on the Provider Entry Point. Task Cards with step by step instructions for completing each of these tasks on the PEP are published below.
What is PRODA?
PRODA (Provider Digital Access) is an online authentication system used to securely access government business services. PRODA is hosted by the Department of Human Services and is the mechanism to authenticate individuals associated with child care providers and services.
The PRODA registration process requires personnel to create a unique username and password. As part of the registration, individuals are required to provide details of identity documents such as a passport, driver’s licence or Medicare card to verify their identity in the system. This authentication of personnel supports the integrity of the new child care package and strengthens compliance in the child care and early learning sector to ensure public funds are spent properly and accountably.
Once registered in PRODA, individuals will have a PRODA username and password and these credentials will be needed to log on to the PEP. Every individual registered in PRODA will receive a Registration Authority (RA) number which they will need to keep secure so that it can be used to link them to child care services and providers.
Which personnel need to register in PRODA?
Under the requirements of the new child care package certain persons in specified roles must be fit and proper persons to be involved in the administration of Child Care Subsidy and Additional Child Care Subsidy. Even if a person in a specified role does not require access to the Child Care Subsidy System, they are still required to be identified as a fit and proper person and will therefore need to be registered in PRODA. This includes for example, all members of a management board, or committee and company directors.
Every individual associated with the provider that has one of the following roles:
- Persons with Management or Control of the Provider;
- Persons Responsible for the Day-to-Day Operation of the Service;
- Service Contacts;
- Family Day Care and In Home Care Educators
is required to register in PRODA (Provider Digital Access).
Download the Personnel Roles Fact Sheet for more information about these new personnel roles.
After completing PRODA registration, individuals will have received a Registration Authority (RA) number. Upon successful completion of the Transition Form, the Person with Management or Control of the Provider is able to link personnel to the provider and service, including FDC and IHC educators, using their unique RA numbers via either the child care software or the Provider Entry Point (PEP).
When do personnel need to be registered?
Under the requirements of the new Child Care Subsidy approval, every individual in a specified personnel role should be registered in PRODA before 2 July 2018.
The online Transition Form cannot be completed until at least one Person with Management or Control of the Provider is registered in PRODA.
It is essential that ALL Family Day Care educators at your Family Day Care service register with PRODA. Each educator will need to create their own PRODA account and verify their identity before you can link them to your provider organisation. If you do not link them to your provider organisation, you will not be able to report attendance records for the care they provide to families after 2 July 2018 and therefore no Child Care Subsidy can be paid for this care.
How do I and my key personnel register in PRODA?
Each individual must create their own PRODA account using a computer with internet access. The link below connects to the PRODA authentication system webpage where individuals can begin the registration process.
It may be useful for providers to share this link and direct their key personnel to the Registering in PRODA Task Card which gives step by step instructions for the registration process. The associated How to Apply for a Birth Certificate Fact Sheet may also be helpful.
What should I know about my families’ transition to CCS?
Families currently in receipt of CCB and/or CCR for approved care will have received a notification from Centrelink in April 2018 asking them to go online and complete a Child Care Subsidy assessment or apply for Child Care Subsidy with Centrelink. They should do this as soon as possible and we would appreciate you encouraging your families to follow the instructions they receive from Centrelink.
From 2 July 2018, Child Care Subsidy will be paid to provider/s on behalf of families who have been assessed as eligible and entitled.
I need help with my transition process
If you are experiencing difficulty with PRODA registration, please contact the PRODA Helpdesk on 1800 700 199 and select option 1 or email firstname.lastname@example.org.
If you are experiencing difficulty with the online Transition Form or need information about the steps in your transition, please contact the CCMS Helpdesk on 1300 667 276 or email email@example.com.
If you are experiencing difficulty in activating a child care software product or updating any of your details in your software, you may need to seek assistance from your child care software provider.
Useful Transition Information and Resources?
Click on the following links to download Fact Sheets or Task Cards:
Transition Fact Sheets
- New Child Care Package Frequently Asked Questions
- CCS Provider Transition Fact Sheet and Checklist
- Personnel Roles Fact Sheet
- Applying for a Birth Certificate Fact Sheet
- Family Transition Fast Facts for Providers
- Family Transition Timeline
- CCS Data Software Glossary Fact Sheet - NEW
- Readiness Fact Sheet for Providers - NEW
Transition Task Cards
- How to Register in PRODA Task Card
- How to Complete the Online Transition Form Task Card
- Online Transition Form Navigation Tips for Large Providers Task Card
- How to Obtain Child Care Software activation codes Task Card
- How to add Child Care Personnel in the PEP Task Card - NEW
- How To View Enrolment Status in the PEP Task Card - NEW
- How to Create Enrolments in the PEP Task Card – NEW
- How to Update Enrolments in the PEP Task Card - NEW
At any time, you can check that you’re on track with the transition process by visiting the Provider Transition To Do List
If you would like more information or assistance, please telephone the CCMS Helpdesk on 1300 667 276 between 9am and 5.30pm Monday to Friday (Australian Eastern Standard Time).
New Helpdesk Hot Topic web page
The Helpdesk is currently experiencing a very high volume of calls. It is recommended that providers refer to the Hot Topic web page before phoning the Helpdesk to check whether their enquiry is addressed. The page is updated as new hot topics are identified.