CCSR FAQs - v 2.0a.doc 8th July 2008 Page 1 of 10
1. CCSR Project 3
What are and will be the future benefits? 3
What is the timescale for rolling out the database? 3
2. Changes to the System in Version 2.a 3
Provider information 4
Resource Finders 4
3. Accessing the system 4
4. By Role 6
Team Manager 7
Resource Finder 7
5. Local IT Issues 9
6. Known problems in version 2a 9
7. Training 10
8. Support from CCSR 10
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1. CCSR Project
The development of the database is the first major piece of work for the CCSR
project and has been established to support local authorities in their
commissioning work for Looked After Children. The Welsh Assembly
Government will fund the CCSR initially for three years; it is available to all 22
What are and will be the future benefits?
There will be many benefits, not least;
• Better placements for children
• Access for all local authorities in Wales seeking placements to the
independent and voluntary sector
• More information for local authorities on the quality and outcomes of
• Better strategic commissioning of services in Wales
• Better informed dialogue with providers to commission services
• Management information for local authorities and central stakeholders
What is the timescale for rolling out the database?
A staged rollout commenced on 10th April 2006. User ID’s were given to
Providers in the first instance and then to Commissioners and Resource Finders.
As of 1st June 2007, changes in the guidance associated with the Children’s Act
will require Local Authorities to give regard to CCSR when making external
Last version 1.4 of the system was implemented on Wednesday, 21st March
Version 2.0a of the system was implemented on Tuesday, 5th February 2008.
2. Changes to the System in Version 2.0a
• Minimise the use of horizontal scroll bars on the main screens (by removing
headers/footers and logo’s)
• Logout and Cymraeg buttons have moved from the top right side of screen
to the main purple options bar along the top of the screen.
• An additional Edit Button is available at the top of many screens
• All postcodes are validated, please ensure full valid postcodes are entered
against all care settings and any contact details.
• Users will see a reminder to inform them their password is due to expire.
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• The ‘breadcrumb trail’ shown in blue at the top left of most screens has
been improved to make navigation between screens easier. Clicking on the
trail in a particular place takes the user back to that screen
• Except for the Vacancy brief description, all notes and text fields now accept
250 characters which may either be typed or pasted in. If this is exceeded,
you will see a message and only the first 250 characters are retained.
• Popup boxes containing notes no longer have scrollbars.
• For Foster Care Settings the information about Contact details, Pricing,
Approvals, Notes, Inspections and Visits now ‘belongs’ to the fostering
service or agency (which has the same name as the Provider), but can be
seen from any foster care setting.
• Enlarged ‘Notes’ Fields – to accept 250 characters and provide prompt to
user once this has been exceeded
• A website address prefix of http:// has automatically been inserted for users
• All postcodes are validated, please ensure full valid postcodes are entered
against all care settings and any contact details.
• No specific enhancements have been made in this release for the
Commissioner role. The whole of the Contracting/Commissioning section is
currently under review.
• The postcode radius search is more accurate and performs better. Users
must now enter the full valid postcodes in search criteria, together with a
distance in miles.
• There is an option to select Provider Category and Local Authority as search
criteria. One or more Authorities in Wales or in an English Region can be
selected. Users can use this to search for internal provision and their
neighbouring LA’s in the first instance.
• There is a ‘Select All’ button for Resource Finders that wish to select all the
results when they have run a search and wish to add them to their Potential
Match List instead of selecting vacancies or care settings individually.
• There is an option to print vacancy details.
• Please remember if you wish to print your PML, the print settings on your
computer will need to be changed to landscape.
3. Accessing the system
I have forgotten my user ID or password
Contact CCSR Team by email, they will send you a reminder, and they
will reset your password to the default/temporary password
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Welc0m£123. You will have to reset your password when you next log
I’m having trouble logging on - my username is not accepted
Like passwords, Usernames are case sensitive. Unlike passwords, your
account will not be disabled if the Username is incorrect. If you have
forgotten your username, contact the CCSR Team who will send you a
reminder. You will have to reset your password the next time you log
I cannot seem to find a password that the system will accept
Passwords must be more than eight characters long, and must include a
mix of upper and lower case letters. It must also include a symbol and a
numeric character, for example Children-1, Database*1, etc.
My password is no longer accepted
Your account is automatically disabled if you don’t log in for three
months. You will need to contact the CCSR Team to have your account
The system will also require you to change your password every three
months, even if you log in regularly. The system will remind you when it
is due to expire.
I cannot login in – the database says ‘You are already logged in’
When you finish your session on CCSR please ensure that you click on
the ‘Logout’ button top right hand side of the screen and not the ‘x’ close
button. If you don’t, the system will not know you have logged out, and
you will have to wait 20 minutes to be timed out before you can go in
again. If it is urgent contact the CCSR Team to force you out of the
I am leaving my job and no longer need access to the system. Is
there anything I should do?
As part of the handover, would you please inform the CCSR Team of the
date you are leaving, and make a request through your CCSR Lead
Officer (within your Local Authority) for your successor’s user ID to be
set up. In order to make sure the system is as secure as it can be, we
will be introducing a more formal process for managing user ids shortly.
I still need access to the system, but my role has changed and I need
All requests need to be received via your CCSR Lead Officer (within your
Local Authority), they need to e-mail the CCSR Team providing the
relevant details and the changes needed. The CCSR Team would
appreciate 5 days lead time, and they will email you when the changes
have been made.
I am going on leave or changing jobs. Is it Ok for me to give my user
ID and password to a colleague who will cover for me?
No. Each user must have their own password, which the CCSR Team will
set up on request. If a temporary username is needed, please inform
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the CCSR Team of the period it is needed for. Note that your team
leader should be able to access work in progress by Resource Finders.
If I can’t use the back button - what can I use?
Within the main screen there is blue text which is called ‘breadcrumb
trail’ which will help you navigate back to the previous screens.
Alternatively you can select i) purple tabs along the top bar, ii) tabs
down the left hand side of the screen, and iii) grey tabs along the top
within the main screen. We will continue to develop and improve the
I am unable to edit the data as I cannot see the Edit button
The Edit button is now available at the top and bottom of most pages. If
there is no Edit button this mean that you do not have the relevant
permission to amend information on that screen.
I have seen a message which says that there is a problem with
concurrency. Should I be worried?
No. If two people access the same data at the same time, the system
will only allow one of them to make changes. If you refresh the screen
you will see the most recent version and will be able to make your
I was expecting the system to be available in Welsh as well as English
The bilingual version of the system is being tested. Please note the
‘Cymraeg’ button has been temporarily disabled.
4. By Role
What information will be entered in the ‘Notes’ and other text fields?
The ‘Additional’ tab on Provider and the ‘Facilities’ tab on Care Setting
allows you to add extra information. You may wish to use the space to
expand, for example, on the age ranges available for that vacancy
(should they not be covered by the current age range options or to add
information regarding the degree of specialism on offer, etc). Remember
this field is limited to 250 characters, you will see a prompt if you exceed
this limit and anything beyond that will not be accepted. The ‘Notes’ tab
is for use by Local Authority commissioners.
I have amended Core Data on the Provider and/or Care Setting what
Changes to Core Data can only be done in conjunction with CSSIW and
Ofsted. The CCSR Team will log all requests for changes to Core Data
and once verification has been received from CSSIW and/or Ofsted the
database will be updated. Please note you will be able to amend
information within the other tabs, but not against the ‘Detail’ tab.
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How to enter ‘Kinship Care’ vacancies
These should be entered as with any other vacancy onto the system.
Make sure you type in the text ‘Kinship Care Only’ in the Brief Description
field. This will allow Resource Finders to see that they will not be able to
access this vacancy.
What is ‘Number of Children at Care Setting’ within the vacancies
Providers are required to enter the number of Looked After Children
currently at the specific care setting.
When entering vacancies against foster carers who have birth children,
please ensure that basic details is entered within the ‘Notes’ field only,
for example ‘two birth children, 1 eight year old boy & 1 three year old
girl – do not enter any person details onto the database names of the
children, etc), this section can also be used to enter if the foster
carers/home have any pets, etc
I cannot approve a Care Setting
You will not be able to approve Care Settings unless you have approved
the provider organisation. Commissioners can then approve specific care
settings within the organisation.
I am a Team Manager for Resource Finders in my Local Authority but
do not have the correct access?
Your CCSR Lead Officer needs to send an e-mail to the CCSR Team and
request this additional access and include the names of the staff that
work for you in the Resource Finder role.
Team Managers access to existing Potential Match Lists
Team Managers have access to view and re-load existing PML’s. Please
note the amended searches will then be saved to the Team Leaders
username. Until change has been developed CCSR can create generic
team access for Resource Finders in each Local Authority if requested via
CCSR Lead Officer.
Search by ‘Location’
When Resource Finders search for a Vacancy/Care Setting by ‘Location’,
please ensure that you enter the ‘town’ in English.
Search by postcode radius
When Resource Finders search for a Vacancy/Care Setting by ‘postcode’,
you will be required to enter a full valid postcode and number of mile
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radius, the postcode should be that of the child’s home, school, relative,
etc not the Local Authority office.
Please note no results will show if you do not enter a full valid
postcode in your search – you will be required to enter the postcode
within the ‘General’ tab
How should I use ‘Vacancy Start Date’ in searches?
You can search for vacancies starting within specific timescales by using
the Vacancy Start Date ‘from’ and ‘to’ date fields. If you enter a date in
the ‘from’ box (leaving ‘to’ blank) you will get vacancies which start on or
after the date entered. If you enter a date in the ‘to’ box (leaving ‘from’
blank), you will get vacancies starting up to the date entered. If you
enter both dates, you will get vacancies with a start date between the
two dates. If you leave both dates blank, no account will be taken of the
start date in the search. However please note that the search results
always show the vacancy start date on your results screen.
The screen is blank once I’ve added Case Management Number and
clicked on ‘Search’
Once you have entered a case management number and click on
‘Search’, you should get a pop up box stating ‘Do you wish to create a
Potential Match List’. If this box does not appear this means your ‘Pop
Ups’ are blocked. To unblock this function on your computer select the
‘Tool’s’ option, click on ‘Pop up Blockers’ and click on ‘Turn off Pop Up
Blocker’. (if do not have these specific options please refer to document
within the ‘Help’ sections of the CCSR database which provides further
details on specific Pop Up Blockers)
How do I print my results?
Ensure that you have created a ‘Potential Match List’ (PML), select and
save the relevant results to your PML. Click on the tab on the left hand
side of the screen ‘View PML’, enter your case number and you will see
your results with two icons to either print or e-mail the PML.
Once you have clicked on the print icon, click on ‘Print this Page’, click
on ‘Preferences’, then click on either ‘Advanced’ or ‘Finishing’ tab and
change the print format to ‘Landscape’.
If you prefer, after clicking the print icon you can select and copy the
information and then paste it into either Microsoft word or Microsoft
Excel for formatting and printing.
I cannot view a Potential Match List that was created by my colleague
Please note that PML’s are saved against a username and only you or
your Team Manager will be able to view the results/PML. A system
change request has been submitted by CCSR so that all Resource Finders
within a single Local Authority can access each others PML’s. Until this
change has been developed CCSR can create generic team access for
Resource Finders in each Local Authority if requested via CCSR Lead
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5. Local IT Issues
When I click on the blue icon to see the expanded contact
information, or when entering notes, nothing happens?
This may be due to Pop up blockers – select the ‘Tool’s’ option, click on
‘Pop up Blockers’ and click on ‘Turn off Pop Up Blocker’. If this does not
work contact your local IT support to see if they can resolve the problem
I cannot view the whole screen but have vertical and horizontal scroll
We have adjusted the screen layout to reduce the amount of scroll bars.
If you find that using the horizontal and vertical scrollbars is a nuisance,
it might be worth asking your local IT support to check your screen
resolution as it may often be possible for them to increase the usable
area of your screen. Please note this will change the size all of your
programmes on your computer for example Excel, Word, etc.
I can reach the log-in screen on the system, but beyond that none of
the screens are visible.
It may be that your local IT set up limits the internet sites you are
allowed to access. Your local IT support should be able to resolve this
I’ve been getting messages to say that the ‘Proxy Server is Busy’
This is due to local network congestion. If it causes problems, please
report it to your local IT support using your usual procedure.
My web browser is firefox or Opera 8.5, and the system is not working
The system does not work properly with either of these browsers. We
recommend accessing it via Internet Explorer. The system works with
both Internet Explorer 6 and 7.
6. Known issues within 2.0a
These problems are being addressed in forthcoming releases due this
• The system is not compatible with Firefox or Opera
• Bilingualism has not yet been implemented – this button had been
• Further enhancements are required to the Breadcrumb trail
• There are still existing scroll bars primarily on the View PML screen. The
icons are being moved from the right to the left hand side of the screen.
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Further enhancements that will be included in the next release are:
• Bulletin Board – CCSR Team will administer this screen, notes, best
practice and general information can be entered
• Content Management System– users will be able to download
documentation from providers from this link, documents such as annual
Inspection reports, Statements of Purpose, etc
• CCSR will be able to Hide/Conceal providers if they have not signed the
All Wales PPA, or do not adhere to the Terms and Conditions for being
included on the CCSR database.
• You will be able to view the provider organisation against each of the
vacancies/care settings saved to a PML.
• LA’s:- If further training is required please contact CCSR Team.
• Private/Independent Provider:- if you require training please e-mail the
CCSR Team and request a telephone training session.
• You can book the CCSR Training Database to use for your own in-house
training. For further information please contact the CCSR Team.
• An on-line resource has been available since May 2007, which will show clips
on how to use CCSR. Please click on this link:
• Future workshops/meetings will be arranged as necessary
8. Support from CCSR
• If you have access to the system, you can e-mail the CCSR Team via the
‘Contact System Admin’ tab within the ‘Help’ area of the Database.
• The email address is email@example.com. We will respond
within 1 working day and will check our mail box at least every 2 hours.
• If your problem is immediate and urgent – telephone the CCSR Team on
NB – Help will be available between the hours 10.00 am and 4.00 pm
(subject to review)
• If CCSR cannot deal with your query or problem you will be required to
complete a ‘Queries Form’ and we will contact you again within 1 working
day with guidance as to how to proceed.
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