CCMS Fact Sheet – 2012
Changes (2)
Updating your Service Details through the CCMS; Complying
with Notifiable Event Obligations
In this fact sheet:
• Overview
• Reporting Notifiable Events
• Questions and Answers
• Summary
Overview
The Operator of an approved service is obligated under family assistance law to notify the
Department of Social Services (DSS) (formerly the Department of Education, Employment and
Workplace Relations) of any changes to any of the information that was provided on the operator’s
original application for approval to administer CCB form. Many changes to that information are likely
to occur over time. Informing DSS of a change is known as a Notifiable Event. There are specified
timeframes in which changes must be notified to DSS that depend on what the change relates to.
Currently a paper form, or notice in writing is required to notify DSS of any changes. After your
CCMS Registered Software is upgraded you will be able to report most changes to DSS through
your CCMS Registered Software. Updating the information DSS holds about your service via the
CCMS means it will be much easier for approved services to ensure their Notifiable Event
obligations are met in the time frames that are required by family assistance law.
Changes to the details DSS holds about an approved service will be extracted from the CCMS and
shared across all DSS programmes so that approved services do not have to report the same
information multiple times for different DSS programmes and purposes.
Please note:
Only someone that has been notified to DSS as Key Personnel or an Authorised Person for the
operator of an approved service has permission to change almost all of the details DSS holds about
an approved service.
If you are known to DSS as Key Personnel or an Authorised Person, it is very important that you
never share or disclose your CCMS Registered Software User ID and Password with anyone else.
Logging into your CCMS Registered Software as someone who is known to DSS as Key Personnel,
or an Authorised Person for an approved service means that you have access to change almost all
of the information DSS holds about the service.
You should never share your User ID and Password with other staff. Anyone who has authority to
notify DSS of any changes should have their own User ID and Password.
CCMS Fact Sheet – 2012 Changes (2)
Reporting Notifiable Events
You will be required to update the following information through your CCMS Registered software:
• message email address
• phone and fax numbers
• postal address
• physical address
• change of your child care service name
• opening and closing hours
• days and hours per week and weeks per year you operate
• closing, selling or ceasing to operate your service
• closing temporarily
• website address
• personnel details
• fee information
You will not be able to report the following information through your CCMS Registered software:
• financial email address
• bank account details
• number of child places offered
Questions and Answers
What do I need to do?
After you have upgraded your CCMS Registered Software you will be able to query the CCMS to
retrieve the details DSS currently holds for your service. If any information is incorrect, incomplete or
missing, you should update the details in your software and submit the updated information online to
the CCMS.
Will any changes that I make be automatically updated in the CCMS once they are
submitted?
Some details such as phone and fax numbers, web addresses and your message email address,
will be automatically updated after the changes are submitted. Other changes such as a new service
name or business address need to be reviewed and approved by DSS staff.
What if my details are incorrect when I run the query in my software?
An authorised person needs to update the record in your software and submit the updated
information to the CCMS. The new record will automatically replace the old record unless it requires
review by DSS staff.
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CCMS Fact Sheet – 2012 Changes (2)
What if I want to report a change that will happen in the future?
You will be able to notify a change that will happen in the future by specifying the date the change
will take effect. The future is defined as any date after today. For example, if your service will begin
opening at 7am instead of 8am next month, you can report a start date in the future for the new
opening time. Software products may vary but generally 6 to 12 months will be the limit to reporting
in the future.
What if I want to report a change that happened in the past?
You cannot change any details that occurred in the past, a change can only be notified effective
from tomorrow’s date. Once a change is notified, the old information will become historical records.
You will be able to view historical records for the previous two years but you cannot change them.
Can I still use the paper form to update all my details?
Paper forms will be phased out from 1 January 2013. Most of the information you are required to
pass on is likely to be already contained in your software.
However you will need to continue using a paper form to notify DSS of any changes to financial
information such as bank accounts and financial email addresses, or to any changes about the
Operator of a CCB approved service. Only people who are known to DSS as key personnel or an
authorised person for a service are able to notify changes to financial information about a service.
What will DSS do with the updated details?
Some of the details such as your opening and closing hours and fee information will flow through to
the MyChild website. This removes the need for you to report the same information twice. Most
details are already stored in the CCMS for compliance and auditing purposes, but the information is
entered manually from paper forms or smart forms.
What if I am an OSHC service? Do I need to report for Before, After, and Vacation
Care separately?
Yes. Since the details may be different for each component you operate, you will need to report
separate records for each one.
Is it compulsory to report changes?
Yes. Reporting a change to your child care service details is a notifiable event under family
assistance law. The obligations associated with Notifiable Events can be found in section 219G and
2119M of the A New Tax System (Family Assistance) (Administration) Act 1999 (the Act) and
section 19 of the Child Care Benefit (Eligibility of Child Care Services for Approval and Continued
Approval) Determination 2000.
Will I be able to view current and historical records?
Yes. When you run a query using your CCMS Registered Software you will be able to see the
current records that DSS holds about your service. You will also be able to view some previous
records you have submitted that are no longer active.
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CCMS Fact Sheet – 2012 Changes (2)
Will I have to provide evidence to support the changes?
Some important details such as moving to a new premises or changing your child care service name
will require supporting documentation. An approval certificate from your state regulatory authority or
a business extract document may be required. When you update the record in your CCMS
Registered Software and send it to the CCMS it will remain at a status of draft until a DSS staff
member has received and reviewed any supporting documents that are required. Once the
supporting documents have been reviewed, if everything is in order the record will be approved by a
DSS staff member. If further details or any clarification is required, a DSS staff member will contact
you in person.
How do I report that my service is closing online?
Usually, the operational status of your service will show as ‘operational’ in information returned from
the CCMS. If you intend to close your service permanently, you can notify DSS through your CCMS
Registered Software by changing the operational status.
You will need to change the operational status of your service in your CCMS Registered Software to
‘closed’ and enter the date that your service will close. You are required to notify DSS of your
intention to close a service at least 42 days before the intended closure date. For example, as
soon as you know your service will be closing permanently on Friday 7 December you should submit
that information to the CCMS and use 7 December as the date of effect on the record.
You also need to include the reason why your service is closing. The three choices are:
• Financial - your service closed due to financial difficulties
• Utilisation- your service closed due to a drop in child enrolments
• Other –any other reason
Following your notification of the service closure via your software, you will be contacted by your
State or Territory DSS Office. They will ask you to complete the Notification of Closure, Sale or
Transfer of Ownership or Management Form. This paper form not only requests additional
information about the service’s closure, but it is also a legal requirement under section 219M of the
Act that this form is completed and submitted to DSS.
How do I report opening and closing hours?
Services will be able to report a combination of days such as:
• Monday to Friday
• Monday to Sunday
• Or report separately for each day of the week if you prefer.
For example, you might report from Monday to Friday that you open at 8 am and close at 6 pm. Or
from Monday to Friday you open at 9 am and close at 3 pm. OSHC services will need to report
opening and closing hours for each component they operate- Before, After, and/or Vacation Care.
Home based services provide flexible care arrangements and therefore cannot report an opening
and closing time. They should report their identified standard hours. See CCMS Fact Sheet 2012
Changes –Number 5 – Home Based Care for more information.
What is the date of effect?
The date of effect is the date the record begins or the date the record becomes active. For example,
if your opening and closing hours will change next month, you can submit a record with a date of
effect in one month’s time. The date of effect can only be in the future. This date is different to the
date the record was created.
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CCMS Fact Sheet – 2012 Changes (2)
How do I report my service as temporarily closed due to an emergency?
If an emergency forces you to close your service you can change your status from operational to
‘temporarily closed’. The reason for a temporary closure due to an emergency would be ‘unexpected
circumstances’. Once the emergency is over and your centre is reopened, amend your record to
‘operational’ again.
It is possible to choose a date of effect in the future but not in the past. If an emergency prevents
you from reporting that you were temporarily closed and you need to report a closure in the past,
contact the CCMS Helpdesk for assistance.
You may be contacted by your DSS State or Territory Office to obtain further information.
How do I report a planned temporary closure of my service?
When you know you will be closed between specific dates you can create a record where the date of
effect is the date you plan to close your service. A second record can also be created where the
date of effect is the date you plan to reopen. Both these records can be created at the same time.
For example, at Christmas report your status as changing from ‘operational’ to ‘temporarily closed’
with a date of effect as 21 December. The closure reason should be recorded as ‘planned closure’.
Submit another record changing your status from closed to operational with a date of effect as 7
January when you reopen.
If you prefer you can report your service is ‘temporarily closed’ before you shutdown at Christmas
and when you return in January report your service is ‘operational’ again.
You may be contacted by your DSS State or Territory Office to obtain further information.
How do I report terminating the lease of my premises or moving to a new location?
If you are terminating the lease of your premises or moving to a new location, report a new business
(physical) address through your software. Your DSS State or Territory Office will request that you
send any supporting documentation such as a new service approval from the state regulatory
authority to them for review so they can approve the record.
How do I report entering into a contract for sale or selling my service?
Under normal circumstances your service will be ‘operational’ on your record. If your service is being
sold to a new owner or the business structure of your organisation is changing and a new CCB
approved operator is required, choose the option of ‘transferred’.
• The reason for the transfer could be:
• Under new ownership or
• Restructure to approved operator
If you are selling your service choose the ‘under new ownership’ option.
If you are having a restructure within your organisation and require a new CCB approved operator;
or are changing your applicant type (for example, from a company to an incorporated body) choose
‘restructure to approved operator’. Remember if you are selling your service the new owner must
make a new application to become a CCB approved child care service.
At any stage where the service is closing, being sold or being transferred to a new legal entity, the
Notification of Closure, Sale or Transfer of Ownership or Management Form must be also
completed. This paper form not only requests additional information about the closure, but it is also a
legal requirement under section 219M of the Act.
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CCMS Fact Sheet – 2012 Changes (2)
What is the difference between the message email address and financial email
address?
The message email address is to receive updates, newsletters and general information from the
Department. The financial email address is to receive remittance advices, invoices and financial
information. It is possible that the addresses are the same for both or they could be different.
Summary
Can I report my financial email address online?
No
Can I report my message email address online?
Yes
Can I report my phone and fax numbers online?
Yes
Can I report my postal address online?
Yes
Can I report my physical address online?
Yes
Can I report my bank account details online?
No
Can I report my opening and closing hours online?
Yes
Can I report a change to my service name online?
Yes
Can I report my service closing or ceasing to operate online?
Yes
Can I report my web address online?
Yes
Can I report the hours per week and weeks per year I operate online?
Yes
Can I report my personnel online?
Yes
Can I update my fee information online?
Yes
Can I report my child places offered online?
No
For more information about personnel and fee records and changes specific to home based care
please see the following:
• CCMS Fact Sheet 2012 Changes – Numbers 3 and 4 – Updating Personnel Records
• CCMS Fact Sheet 2012 Changes – Number 5 – Home Based Care 6 – Updating
• CCMS Fact Sheet 2012 Changes – Number 6 – Updating Fee Information
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