Early Years bulletin: Important information about claiming early education funding from April

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Early years bulletin

30 March 2023


As you know, Portsmouth City Council is moving from the current Capita system to the new Synergy education management information system. This will take place from 1 April 2023. Thank you to everyone who took the time to attend one of the demonstrations. We hope that you found them useful.

Log in details

The Synergy Project team will be issuing you with your log ins from Tuesday 11 April. Any problems with your log in details or accessing the system for the first time, please contact synergyproject@portsmouthcc.gov.uk.

Headcount task

Please note that the adjustment 1 headcount task won't be available until Monday 17 April and will be open for three weeks for this term only. The final submission date will be Friday 5 May.

Resources to support you

As mentioned at the training sessions, you will be issued with comprehensive guides to support you with completing all funding tasks, and these guides and demonstration videos will also be available on the Traded Services website. You will need to log in to view these. If you have any queries accessing these resources, please contact Traded.Services@portsmouthcc.gov.uk

Additional support available

Also, a reminder, that extra support in using the new Synergy system is also available. We are holding face-to-face drop-in sessions on:

  • Tuesday 18 April
  • Wednesday 19 April
  • Tuesday 25 April
  • Wednesday 26 April

These sessions will be held at the Civic Offices in Ground Floor Meeting Room 3. 1 hour slots are available on each of the above dates from 9.30am - 4.00pm.

If you would like to attend one of the drop-in sessions please email us at eyworkforce@portsmouthcc.gov.uk with the date and time that is most convenient for you and we will book you a slot.

Please remember to bring your Synergy log in and password, and the device that you will be using to enter data into the portal so that we can support you with your queries. If you do not have a mobile device we can set up a Teams meeting with you.

2 Year Old Funding applications

During the summer term you are likely to have parents presenting you with confirmation letters and codes that look slightly different. This is because some parents will have applied using the existing portal (before 1 April 2023) and some using the Synergy portal (after 1 April 2023). Any codes issued in Portsmouth before 1 April will be in the following format TYF851-2303-123rt12h. You will not be able to add this code into the EY voucher on the headcount task as the Synergy system only accepts 6 digit codes. This does not mean that you cannot enter the details for this new child (once you have checked their confirmation message), but you will need to enter the details manually. This will only be needed during this transition period.


If a child, new to your setting this term, has a confirmation letter/eligibility code from a local authority other than Portsmouth, please could you email 2yroldfunding@portsmouthcc.gov.uk with the parents name, contact details and child's name and D.O.B. before adding them to your headcount claim. The EY funding team will need to review these applications before processing any funding claims. Please signpost the parents back to us if they have any questions.

We do appreciate that any change can be unsettling but hope that the detailed payment information that you will be able to view in the portal will prove to be helpful. Please be reassured that the team will be available to support you as you become more familiar with using the Synergy system.

Any questions about the content of this email? Get in touch