Early childhood contract management system (ECCMS)

The Early Childhood Contract Management System (ECCMS) is the online system used by the department to manage funding and contracting arrangements with early childhood service providers.

About ECCMS

ECCMS provides a secure portal for service providers to login and access information about their funded service and the funding they receive. Users access ECCMS using the Australian Business Register AUSkey.

The ECCMS portal is the only way for service providers to accept their annual funding agreement, comply with the financial and performance accountability requirements and complete the annual preschool census.

Each service must nominate officers within their organisation to be authorised to log in to and use ECCMS.

Registering for ECCMS

Applying for an AUSkey

Users log in to ECCMS using an AUSkey.

AUSkey is a secure login that enables users to access government online services on behalf of a business with an Australian Business Number (ABN). Auskey is software that is downloadable to your computer or a USB stick and is administered by the Australian Government’s Australian Business Register.

Services must register for an AUSkey and direct all related enquiries including requests for technical support to its administrator, the Australian Business Register via the AUSkey help and support website or by contacting the AUSkey helpdesk on 1300 287 539.

Applying for an ECCMS registration key

After downloading your AUSkey, service providers need to email the following details to ecec.funding@det.nsw.edu.au to obtain an ECCMS registration key to log onto ECCMS for the first time.

  1. The email address used to register for AUSkey
  2. full name of the user which needs to be an exact match to the name registered with AUSkey
  3. the Australian Business Number of the service registered with AUSkey.

The service will be issued with a registration key to enable first time ECCMS access.

Logging into ECCMS

Logging into ECCMS for the first time is different to logging into ECCMS as usual. The first time you log in you must enter your ECCMS Registration Key.

After logging into ECCMS for the first time, subsequent login occurs via the AUSkey authentication page using your AUSkey password.

Using ECCMS

Each provider may appoint three types of users who have varying levels of access to ECCMS:

  • Service Provider Administrator (compulsory, one only). The administrator has the highest level of access and can view, change and approve all data at provider and funding specification levels.The Administrator has the authority to accept annual funding agreements and to submit financial acquittals and census data.
  • Service Provider users (multiple where required). These users can view and update data for all of the service provider’s funding specifications.
  • Funding Specification user (multiple where required). These users have limited view and update access to one funding specification only.

More detailed information on using ECCMS can be found in the Service Provider Guide (PDF 7108.79KB).

ECCMS is not linked to the National Quality Agenda IT System which is used to submit applications and notifications, and to pay invoices.

System requirements

Operating System requirements to access ECCMS are a minimum of Windows Vista or Mac OS X 10.7.  As ECCMS is a web-based application, each user must have one of the following web browsers installed on their computer:

  • Internet Explorer 11 (Windows)
  • Mozilla Firefox 43.0 or above (Windows and Mac OS X).

The following are not compatible with AUSkey:

  • Microsoft Edge browser
  • Chrome Operating System
  • Most Android devices
  • Most Apple iOS devices

For a full and up-to-date list of compatible browsers and operating systems, including Safari and Mac OS, visit the AUSkey compatibility web page.

Providing bank details

It is important that all provider details including bank information is accurate and up to date in ECCMS. If you need to update your bank account details, please contact the ECED funding team.

Managing accountability

Service providers receiving funding under the early childhood education grants programs are required to complete annual financial and performance acquittals in ECCMS. Prior toan accountability being due, service providers will receive an email notification advising them that the accountability function has opened in ECCMS.

Financial accountability

In accordance with the Terms and Conditions agreement, service providers must submit a statement of expenditure for selected funding programs in order to provide assurance that public funds have been expended for their intended purpose.

Guidelines are available for acquittals and returns (PDF 407.92 KB) and statement of expenditure (PDF 125.35 KB).

Performance accountability

Each year service providers must submit a performance accountability statement for selected funding programs covering a two week period of operation. This statement is used to monitor actual performance against the estimates for service types, client groups and service capacities.

Refer to the ECCMS e-learning tutorial and the Service Provider Guide (PDF 7108.79KB) for guidance on how to complete your accountability requirements.

Completing consent forms

Centre based and mobile preschools need to complete two types of consent forms, one for each staff member and one for each child upon enrolment. Each form consents to the use and disclosure of personal information to the department for government reporting purposes and to calculate service funding for the Annual Preschool Census.

Data collected in the Annual Preschool Census is submitted to the Australian Bureau of Statistics for inclusion in the publication Preschool Education, Australia

De-identified data may be used for research and evaluation purposes.

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