'It's like riding a motorbike when you have been using a push-bike' is how one nursery proprietor describes the impact of investing in management software.
Our research shows that most users are very satisfied with their choice of system (all the comments below were obtained at first hand), and the benefits of such software, usually tailored to your needs, are indisputable.
It gives you access to every area of nursery management and administration, including all the permutations of hours, fees and staff-child ratios, so saving you hours spent on paperwork, freeing up your time for more personal contact with your staff and the children, and improving your work-life balance.
However, this type of software involves significant investment and you should not make what is a very important decision before first investigating all your options.
Just occasionally, things can go badly wrong. For one nursery owner her first purchase proved 'disastrous'.
She explains,'We made a massive investment of 2,500 and ran the system for two years. In all that time it never worked properly. What was worse, the company was very unsupportive. You should have seen some of the e-mails they sent us! They always implied that it was our fault - that we were doing something wrong.'
She decided to manage without it. 'Then we had an Ofsted inspection and it was recommended that we should get a management system to keep our paperwork in order.'
She is now delighted with her second purchase and enthusiastic about the support on offer.
How to choose To avoid making a poor or inappropriate purchase, Anne Naylor, finance director at the National Day Nurseries Association, advises that you go through a five-point process for selecting your software:
* Think through what you want the system to do and make a list of your most time-consuming administration and accounting tasks. Ask your staff what they need from the system and what would help them do their jobs.
* Bear in mind that buying software is a long-term investment. Think carefully about what you can afford.
* Once you have a clear picture of your requirements and budget, make a short list of the three software providers that best meet your needs.
* Ask your short-listed providers for either a demonstration on your own data or a trial version of the software. You should give them a list of your requirements and ask their sales staff how their product will fulfil all your criteria.
* Before making your final decision, read through the contract and licensing information, paying particular attention to charges for helplines and ongoing support, as there can be hidden costs. Also ask about the cost and frequency of updates and whether they cover all the new regulatory requirements.
PRODUCT/COMPANY
ABACUS, PARENTA CONTACT
Tel: 0870 747 9066; www.parenta.com
COST
1,795 (plus VAT) SYSTEM REQUIREMENTS
Windows 2000 and above. Broadband connection - it is now only an internet-based service
AFTER-SALES SERVICE
Help files with interactive movies, specific tips and hints. Customer Care Team is available Monday to Friday from 8am to 8pm and has a guaranteed response time of one hour
FEATURES
Available as standard software to be installed on your computer or as an internet-based system. Allows user to assign carers to individual children and accommodate complex family structures, create room reports showing starters, leavers, birthdays, appointments, room visits, and keep photographic records of children and carers
CUSTOMER COMMENT
'The service is second to none. One of the advantages is that because we have a web-based application we didn't have to programme it ourselves and any updates can be done centrally.'
Martin Balcombe, Primary Steps Group, Harrow, Middlesex
PRODUCT/COMPANY
CHILDSPLAY MANAGER, TURNTIDE
CONTACT
Tel: 01634 717329, www.turntidesoftware.com
COST
1,195 (plus VAT) for the first site licence and 695 (plus VAT) for any additional licences. Includes setting up software, one day on-site training and upgrades for first year
SYSTEM REQUIREMENTS
Pentium 111 or higher, 256Mb Ram, Windows 98, 2000 and XP operating systems
AFTER-SALES SERVICE
Price includes support for the first year. An annual fee includes all upgrades, additional reports as requested and telephone support.
Annual maintenance and support 195
FEATURES
Room or age-band nursery system set-up. Covers Child Browser, which includes additional health and parent information, bookings, register, invoicing, population/vacancy search, accounts and enquiries. Designed for medium to large nurseries
CUSTOMER COMMENT
'It was in place when we bought the business. We have had it for two years and are very happy with it. It does what we need it for. There's good support. They may not be able to deal with any queries immediately but they let us know they are busy and always get back to us within a day.'
Karen Philips, Abacus Children's Nurseries, Kent
PRODUCT/COMPANY
CONNECT CHILDCARE
CONTACT
Tel: 0870 8502 362; www.connectsoftware.net
COST
From 995 per licence, support 20 per month. On-site training 350 per day
SYSTEM REQUIREMENTS
Minimum - Windows 98, P3 600MHz Processor 128mb Ram 200 MB free hard disc space
AFTER-SALES SERVICE
Available face to face, on the phone or on-line from 8am to 8pm
FEATURES
Standard software covering child and staff details (including ratios and holidays), invoicing, registers and payroll. Has developed Toddler Tag - child safety monitoring - which raises text alarm if a child wanders somewhere they shouldn't be
CUSTOMER COMMENT
'Our system has been custom-made to suit our chain of after-school clubs and fits our needs perfectly. I couldn't ask for better software. At the touch of a button I know, for example, how many staff I need in each room or the ratios of under-eights to over-eights. It even allows me to keep track of all the children's birthdays.' Yvonne Harkness, Kidsland Ltd, Darwen, Lancashire
PRODUCT/COMPANY
FIRSTSTEPS
CONTACT
Tel: 0870 350 1745, www.firststeps-software.com
COST
1,195 plus VAT, which includes two on-site training sessions
SYSTEM REQUIREMENTS
Any modern PC running Windows XP. Minimum screen resolution of 1024 x 768 pixels
AFTER-SALESSERVICE
Annual support contract.
Cost 1,195 plus VAT, which includes two on-site training sessions
FEATURES
Colour-coded diary, enquiry module (to track new enquiries), registration details, financial systems, weekly or daily registers - including diet and allergy details, staff details
CUSTOMER COMMENT
'We found out about First Steps at the Early Years Exhibition. The staff are brilliant. Someone came for the whole day and helped to tailor the system to our needs. It's so easy - foolproof. Our parents have complimented us on the professionalism of our invoices and receipts. Work that used to take my partner and me five or six hours in the evening now takes half an hour during the day. Luisa Pearce, Little Teds Nursery, Kent
PRODUCT/COMPANY
FREETIME, LOGICCALL
CONTACT
Tel: 020 8385 7474; www.logiccall.co.uk
COST
1,960. Includes one-year support service package, tailoring of standard documents, one-day training at setting, upgrades, data transfer from any other package
SYSTEM REQUIREMENTS
Any standard Pentium
AFTER-SALES SERVICE
Unlimited telephone support and remote access support. Text and on-screen operational manual
FEATURES
Offer complete solution - hardware (pc and printer) and software. Has Sure Start and Children's Centres compliance - special needs, ethnic origin, Children's Centres and neighbourhood nurseries users childcare information.
Data4children for Children's Centres launching this year.
CUSTOMER COMMENT
'It is superb. The facilities are very comprehensive. If I need to contact the helpline my call is almost always answered immediately and all calls are at national, not premium, rate.'
Jeremy Burrowes, Kinder Mill Nursery, Hitchin, Hertfordshire
PRODUCT/COMPANY
INSTANT NURSERY MANAGEMENT, DATAMOVE
CONTACT
Tel: 0116 237 5017, www.instantnurserymanager.co.uk
COST
495 ex VAT. After-school club optional add-on 195
SYSTEM REQUIREMENTS
Runs on any computer operating any version of Microsoft Windows
AFTER-SALESSERVICE
Printed manual and telephone support
FEATURES
Control of fees, registers, occupancy and the children's care details. The price includes staffing planner, milk claim calculator and menu builder
CUSTOMER COMMENT
'We have been using it for about a year and a half. I find it most useful for keeping our accounts up to date. It saves us so much time and if there is a problem there is always someone at the end of the telephone to talk me through it.'
Julie Portman, Manager, Hill Toppers Nursery, Rotherham
PRODUCT/COMPANY
LITTLE GEMS, LC ACCOUNTING
CONTACT
Tel: 01206 394236; www.lcaccountingsystems.co.uk
COST
Individual fees according to each nursery's requirements and resources and a quarterly charge for support services
SYSTEM REQUIREMENTS
Windows 98 upwards, internet access
AFTER-SALES SERVICE
Ongoing accounting services. E-mail and telephone support, with response within 24 hours
FEATURES
Can be installed on your PC or accessed through the internet. Includes a full equipment compatibility assessment, installation of Little Gems system, preparation of management accounts, including a balance sheet, profit and loss and cash flow projection, full training on site and migration of any existing and/or manual records
CUSTOMER COMMENT
This company was launched very recently so customer contacts not yet available