OWNA's implementation process is designed to be streamlined and supportive, catering to early childhood education centres. The timeline can vary depending on the size of the organization and the modules selected, but most centers complete implementation within 2 to 6 weeks.
Key Steps
Initial Consultation and Needs Assessment A discovery session is held to understand the organization's structure, goals, current challenges, and required features.
System Configuration and Setup The OWNA team assists with account creation, custom setting configurations (e.g., room setups, roles), and compliance alignment based on local regulations.
Data Migration If applicable, data from existing systems (e.g., children’s profiles, staff records, enrolment data) is securely transferred to OWNA.
Staff Training OWNA provides tailored training sessions (live webinars, videos, or in-person depending on the plan) for administrators, educators, and support staff.
Testing and Trial Period The system is trialed by staff to ensure everything functions correctly and meets operational needs before going fully live.
Go-Live and Post-Implementation Support Once live, support continues for 1–2 weeks to ensure smooth adoption and address any early-stage issues.
Customisation
OWNA offers a highly flexible platform with a variety of customizable modules and settings to suit the specific workflows and requirements of early learning centers, OSHC providers, and family day care services.
Customization Features
Custom Forms and Templates Centres can create or modify observation templates, incident forms, enrolment documents, and daily reports.
Flexible Room and Staff Configuration The platform allows for tailored room arrangements, ratios, and staffing structures based on operational needs.
Branding and Communication Centres can personalize communications, parent app branding, and reporting formats to reflect their identity.
Optional Modules Users can enable or disable modules such as CCS integration, waitlist management, financial reporting, and HR functions based on need.
Workflow Automation Rules can be set to automate notifications, billing cycles, documentation timelines, and compliance reminders.
Integration Capabilities OWNA can integrate with third-party tools or export data to meet specialized reporting or accounting requirements.
Additional Costs
While OWNA offers transparent and tiered pricing, there may be additional costs depending on the level of customization, support required, and selected modules.
Typical Additional Costs
Setup/Onboarding Fees A one-time implementation fee may be charged for system configuration, training, and data migration. This can vary depending on service size and complexity.
Training Fees Basic training is usually included, but additional or on-site training may incur extra charges.
Monthly Subscription Tiers Costs are tiered based on features included and number of children or services. Advanced packages with full CCS integration and HR features typically cost more.
Custom Development Charges If a centre requests feature development beyond the standard offering, this may involve additional charges.
Support Fees Standard support is included, but 24/7 support or premium SLA-based support may be an add-on depending on the subscription level.
Integration Fees Third-party integrations (e.g., with finance or payroll systems) may incur configuration or usage charges.
Training
OWNA provides a robust training and support system to ensure a smooth onboarding experience for educators, administrators, and families. The platform is designed to accommodate varying levels of technical literacy through a mix of live, digital, and on-demand resources.
Key Training and Support Features
Initial Onboarding Assistance Includes live walkthroughs of the platform to guide users through basic setup, navigation, and essential features.
Web-Based Training Sessions Regular live webinars and virtual Q&A sessions are conducted for deeper learning, ideal for onboarding multiple staff members or refreshing knowledge.
On-Demand Video Tutorials A library of pre-recorded video tutorials is available to access anytime, covering key features such as observations, documentation, enrolments, and billing.
Knowledge Base and Help Center Users have access to an extensive self-service help center with step-by-step guides, FAQs, and troubleshooting documents.
Phone and Email Support OWNA offers responsive customer service through dedicated support lines and email. Response times vary by subscription tier.
Chat Support In-app chat is available during business hours to quickly resolve simple queries or escalate issues to technical teams.
Dedicated Account Manager (for Premium Plans) Larger services or those on premium plans may be assigned a dedicated manager to guide them through implementation and continuous optimization.
Security Measures
OWNA places a high priority on data protection to ensure the confidentiality, integrity, and availability of sensitive information related to children, families, and staff. Security compliance is aligned with national data privacy regulations.
Core Security Measures
Encryption in Transit and at Rest All data is encrypted using industry-standard protocols (e.g., HTTPS, SSL/TLS) during transmission and stored securely on servers with encryption at rest.
Two-Factor Authentication (2FA) OWNA supports 2FA for added account security, particularly for administrative users and those handling sensitive data.
Role-Based Access Control (RBAC) Permissions can be set by user role, ensuring staff only access data relevant to their duties.
Regular Security Audits and Penetration Testing Periodic internal and third-party audits are conducted to identify and address any vulnerabilities.
Secure Hosting Environment Data is stored in highly secure data centers within Australia, compliant with Australian Privacy Principles (APPs).
Automatic Session Timeout To reduce unauthorized access risks, inactive user sessions automatically log out after a set period of time.
Data Backup and Disaster Recovery Daily automated backups are in place, with recovery protocols tested regularly to prevent data loss in case of an outage.
Updates
OWNA operates on a continuous improvement model, with regular updates rolled out to enhance performance, improve usability, and maintain compliance with regulatory changes in the early childhood sector.
Update Management Details
Frequent Feature Enhancements Updates typically occur on a biweekly or monthly basis, depending on feature complexity and user demand.
Bug Fixes and Performance Patches Minor fixes and optimizations are often pushed out silently in the background, requiring no user intervention.
Regulatory Updates OWNA prioritizes updates to stay compliant with CCS, NQS, and other regulatory frameworks, ensuring users always meet current standards.
User Feedback Integration Many updates are driven by direct user suggestions submitted through the platform or support channels.
Automatic Cloud-Based Deployment Updates are deployed centrally via the cloud, requiring no manual downloads or IT intervention from the user side.
Update Notifications Users are informed of significant updates through email, in-app notifications, or the announcement section of the dashboard.
Data Ownership and Portability
OWNA recognizes the importance of data autonomy for early learning centres and upholds strict policies to ensure that customer data remains under the control of the organization. The platform supports data portability to facilitate transparency, ease of transition, and compliance with privacy regulations.
Key Principles and Practices
Customer Data Ownership All data entered into the OWNA platform, including child records, observations, documents, staff data, and parent communications, is owned by the customer (the centre or service provider), not OWNA.
Access Rights Administrators maintain full control over who can access and manage data, including the ability to add or revoke user permissions at any time.
Data Portability Upon request, OWNA allows customers to export their data in structured formats (such as CSV or PDF) for recordkeeping, auditing, or migration purposes.
Data Retention After Termination When a contract ends, OWNA typically retains the data for a specified grace period (e.g., 30–60 days) to allow customers time to retrieve their information. After this, data is securely deleted.
Compliance with Privacy Laws OWNA aligns its policies with the Australian Privacy Principles (APPs) and relevant data protection laws, ensuring that customers can access, correct, and manage their data as needed.
No Data Lock-In There is no proprietary lock-in preventing customers from retrieving their information. OWNA supports a transparent offboarding process.
Scaling Up / Down
OWNA offers flexible subscription plans and modular features that can be easily adjusted to match an organization’s evolving size and requirements, whether that involves expanding to new sites or streamlining a single location.
Scalability Terms and Options
Flexible Pricing Tiers OWNA’s pricing is typically based on the number of children or services, so as an organization grows or reduces capacity, subscription fees can be adjusted accordingly.
Modular Add-On Structure Centres can scale functionality by adding or removing modules such as CCS integration, HR tools, parent engagement features, or finance modules.
Multi-Site Management Organizations with multiple locations can opt for enterprise-level functionality to manage several sites from a single dashboard, making it easy to scale horizontally.
No Long-Term Lock-In for Upgrades Most feature expansions or plan upgrades can be implemented without long-term contractual commitments, allowing services to scale without risk.
Downsizing Flexibility If a centre’s enrolment decreases or it no longer needs certain modules, it can typically downgrade its plan or remove features at the end of a billing cycle.
Assistance with Scaling OWNA’s support team can assist with transitioning to a higher or lower plan, including training for new sites or guidance on system optimization during downsizing.
Usage-Based Adjustments Billing is often reviewed based on actual usage, making sure services are only paying for what they use at any given time.
The terms & conditions for contract renewal and cancellation
OWNA offers subscription-based licensing with relatively flexible renewal and cancellation terms designed to support a variety of early education service providers. Terms may differ slightly based on the plan selected or specific agreements, but the following outlines general conditions:
Contract Renewal Terms
Auto-Renewal by Default Most OWNA subscriptions are set to automatically renew at the end of the billing cycle (monthly or annually), unless notice of cancellation is provided in advance.
Advance Notification Clients are typically notified in advance of their upcoming renewal, giving them time to review changes in pricing or terms.
Flexible Renewal Periods Subscriptions can be renewed on a month-to-month basis or annually, depending on the plan chosen during initial onboarding.
Plan Reviews Prior to Renewal Customers are encouraged to review their usage and plan before renewal to adjust features or service levels as needed.
Contract Cancellation Terms
Notice Period Requirement Cancellation generally requires written notice, often 14 to 30 days before the next billing cycle. The required notice period may vary by agreement.
No Refunds for Early Termination (Monthly Plans) If cancelled mid-month, service typically remains active until the end of the paid period, with no pro-rata refunds.
Annual Contracts For annual subscriptions, early termination may not entitle the user to a refund unless otherwise specified in the agreement.
Data Access After Cancellation Users may still access their data for a limited grace period (e.g., 30–60 days) post-cancellation, after which all data is securely deleted.
Exit Support OWNA may offer guidance during the cancellation process, including data export assistance to facilitate offboarding.
Compliance
OWNA is developed with a focus on regulatory compliance specific to the Australian early childhood education sector. It ensures that its platform aligns with national quality, data protection, and childcare subsidy regulations.
Key Compliance Standards
Australian Privacy Principles (APPs) OWNA adheres to the Australian Privacy Act and its principles regarding data collection, use, storage, and disclosure, ensuring personal information is handled securely and lawfully.
Child Care Subsidy (CCS) Compliance OWNA integrates directly with the Australian Government's CCS system, helping services meet mandatory reporting, enrolment submission, attendance tracking, and payment claim requirements.
National Quality Framework (NQF) The platform supports compliance with the NQF through documentation tools, learning outcomes mapping, educator reflections, and incident tracking.
ACEQA Standards Support OWNA helps centres align with the Australian Children’s Education & Care Quality Authority (ACECQA) standards by providing features for staff qualifications, educator-to-child ratios, and quality documentation.
Data Security and Encryption Standards OWNA implements encryption, access control, and secure hosting in line with industry best practices for SaaS platforms handling sensitive data.
Audit and Reporting Readiness The system supports audit-ready reporting features, enabling compliance with financial, attendance, and operational recordkeeping requirements imposed by state or federal authorities.
