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Index Best Practices for Configuring the Online Referral...
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 1      NDS Quarterly Newsletter Volume 1: Spring 2013
 1.1        NDS Quarterly Newsletter Volume 2: Summer 2013
 1.2        NDS Quarterly Newsletter: Volume 3 Fall 2013
 2      NDS Quarterly Newsletter Volume 4: Spring 2014
 3      KIDS MATTER App- Data Export Instructions
 4      Quality Indicators-Description and Access
 5      Child Care Online Webinar-Indiana's Child Care Programs
 6      Best Practices for Configuring Online Provider Services
 7      Quick Search Tips
 8      Best Practices for Configuring the Online Referral Module (ORM)
 9      Using NACCRRAware Standard Reports for Data Checking
 10       Database Merge
 11       Database Maintenance - Purging Old Records
 12       Quality Indicators Focus Group Expectations
 13       OPS Help Screens
 13.1         OPS Announcements
 13.1.1           OPS Announcement Overview
 13.1.2           Create a New OPS Announcement
 13.2         OPS Agency Attachments
 13.2.1           OPS Agency Attachment Overview
 13.2.2           Create a New OPS Agency Attachment
 13.3         OPS Field Configuration
 13.3.1           OPS Field Configuration Overview
 13.3.2           OPS Field Configuration - General Fields
 13.3.3           OPS Field Configuration - Provider Fields
 13.4         OPS Profile Configuration
 13.4.1           OPS Profile Configuration Overview
 13.4.2           OPS Profile Configuration - Profile Settings
 13.4.3           OPS Profile Configuration - Page Configuration
 13.4.4           OPS Profile Configuration - Section Settings
 13.4.5           OPS Profile Configuration - Profile Header and Footer
 13.4.6           OPS Profile Configuration - Previewing Your Profile(s)
 13.5         OPS Provider Profile Management
 13.5.1           OPS Provider Profile Management Overview
 13.5.2           OPS Provider Profile Management - Creating OPS Access for a Provider
 13.5.3           OPS Provider Profile Management - Viewing an Existing OPS Provider Record
 13.5.4           OPS Provider Profile Management - Provider Summary Screen
 13.5.5           OPS Provider Profile Management - Provider Attachments
 13.5.6           OPS Provider Profile Management - Questions and Answers
 13.5.7           OPS Provider Profile Management - Provider Update Log
 13.6         OPS Provider Change Review and Approval
 13.6.1           OPS Provider Change Review and Approval - Overview
 13.6.2           OPS Provider Change Review and Approval - Viewing and Managing Provider Changes
 14       Quality Indicators Overview
 15       OPS Profile Tool Tip and Profile Worksheet
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45 documents found.

Best Practices for Configuring the Online Referral Module (O...


Configuring the Online Referral Module (ORM)

Agencies have the ability to configure and use multiple Online Referral Module (ORM) profiles. You can create a profile that would allow parents to do free searches and a separate profile for searches with a fee. Additionally, profiles can be setup for companies that may want to make this available to their employees and have the profile branded with their logo.

The following tips suggest Best Practices for agencies configuring their ORM profile(s).


When setting up access restrictions, consider what happens to clients accessing the ORM under these restrictions. How do you want to handle clients who are unable to login once they've reached their limit? If their time has expired, a counselor can change the expiration date. If the number of searches has reached the limit, the action log can be edited. Consider the possibility that the client will register with a new e-mail address creating two records for the same client. Include a statement in the login screen header or footer that explains what parents should do if they've reached the limit on their searches or the time to run them.


An agency should consider having one disclaimer that is applicable to printed and online referrals. This may mean refining the current agency disclaimer so it includes the ORM search. You may want to include hotlinks to licensing/regulatory agencies in the disclaimer. A separate Terms of Use paragraph is suggested to detail what the child care information received through the ORM referral search process can be used for, and what it cannot be used for. The Terms of Use can also be set up as a separate link, with a similar link to a Privacy Policy.

Universal Header

If you are unable to include your Website's navigation menu on the ORM screens, at the very least include a link to your Home page so clients can return to your website Home page from any ORM screen. Other helpful links to include might be your "Choosing Child Care" information. Placing these in the universal header assures the parent has access to them from any screen.

Universal Footer

Be sure to include your agency's contact information so if a client has questions or problems at any point they can e-mail or call. This should include, at a minimum, the agency name, address, telephone number, email address, and hours. Also, include your agency disclaimer as well as links to your website's privacy policy and terms of use.

Page Headers

Include instructions for each particular screen. For example, in the login header the client should be instructed according to whether they are a new or returning client. You may want to include links for free e-mail, remind them of the password case sensitivity, and let them know about the Lost Password feature. In the Client Data Collect header you may want a short explanation on the value of the information provided, especially if the online search is free.

Page Footers

In the Client Data Collect footer you may want to include a link to your privacy policy and/or acceptable use policy if it's not in the universal footer already. In the Basic Results, Detailed Results, and Saved Providers footers, add your disclaimer if it's not in the universal footer. This way, if the results are printed, the disclaimer is included.

Profile Filter

A Profile Filter can act as a safeguard for the "Web Referrals" field. A query can be added which includes or excludes providers from search regardless of whether they are marked “Give Web Referrals”.

Client Data Collection

When deciding on your data collection policy (whether the client is added to NACCRRAware as Active or Pending status), consider your actions afterwards. If you will be changing all clients to Active status anyway, set the policy "Save client data" to start. Before using the "Requires approval before storage" policy keep in mind that those ORM clients will not be included in any custom search or custom report results, and standard report results for active clients until their status is changed to Active. When choosing the fields for the data collection form, consider carefully how much data you NEED to collect. Many clients will be turned away from lengthy forms with required fields asking for a lot of personal information. Think quality versus quantity here.


Limit the number of fields available to clients for their search so the client has success and not constant failure. Unlike trained and experienced counselors, clients may not realize which search fields to change. Add just enough fields to the Basic search that allow parents to narrow their searches, then add more detailed search fields to the Search Filter. This allows parents to get some referrals but narrow it down if there are too many. Put a limit on the number of referrals for each search and keep in mind that each search adds that number of providers referred to the database. Do a practice referral and print your results – ideally, you should limit this to one or two pages. It's also suggested that you add a message encouraging parents to contact your CCR&R office if they experience any difficulties in their search or have questions about the provider referrals.

Protecting Your Provider Data

Protecting the data given by the ORM referral process should also be a consideration of each agency providing an online search tool. As with any online application or feature there is always a potential for abuse. For the ORM this may include users searching for and downloading child care provider data for purposes other than finding child care. There are a couple of recommendations for helping to prevent this potential, and they include:

  • Publishing a disclaimer on the login page for acceptable usage. This may provide recourse should you need to pursue legal action.
  • Setting a limit on the number of times the search button can be pressed, and/or the amount of time a client has to search, before the account is locked out

Monitoring Usage of the ORM

Monitoring the activity of clients using the ORM can be done by using the standard reports to review detailed activity of ORM users (Basic ORM report, Action Log Detail report) and/or build and use agency specific custom reports. If suspicious activity is found, agencies can take action by terminating access to the ORM Profile for a specific account, changing the authentication type requirement for an ORM Profile so only specific users may use it, and/or setting an expiration date for the ORM profile itself. Agencies can also work with NACCRRA if any abuse continues.


A large majority of clients will not be opening your Help window but those that do will not want to read a training manual. Keep your Help tips short and simple. You may want to include important tips on each screen as well rather than hiding them in Help.

Concluding Thoughts

After setting up your ORM profile, it's a good idea to test drive it yourself from the beginning (click Register even if you already added a test record during setup). Make sure everything looks like it should. After running the search and getting results, do a test printout of both the Basic and Advanced results' screens to make sure the fields lay out nicely and fit on the page. When you're satisfied with your testing, share the profile URL with others and have them do the same. Ask people with little or no knowledge of child care resource and referral to test it as well and ask for feedback on how easy it is to use and understand. Finally, when you’ve added the link to your website, ask those same people to visit your home page and do a final test. If parents cannot easily find the link on your Home page, all your work has been done for naught.

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