**Audience:** Heritage Early Learning / HCCC staff and admins who need the exact calculation methods Harry (CFO Heritage) uses.
**Category:** Eniston · Heritage Staff (NOT Allied Assist / CVA)
**Owner path:** Harry (cash/QBO/pulse/break-even) → Clara (Brightwheel billing/enrollment/FTE) → Delores (founder daily one-pager pack) → Leo (CoS / Eniston publish)
**Tone:** Locked formulas only. No invented live numbers. PENDING where a dollar target still awaits founder lock.
---
## Scope
- **In scope:** Heritage Early Learning / HCCC only.
- **Live campuses:** Barnesville + St Clairsville.
- **Out of live pulse:** Youth Center (shut down). Ignore on live pulse; historical QBO class may remain for books only.
- **Ownership:**
- **Harry** — cash/QBO truth, pulse fields, break-even math.
- **Clara** — Brightwheel billing, enrollment, FTE pulls.
- **Delores** — packs founder daily one-pager.
- **Quiet Allied** — Allied Assist / CVA is out of this article and out of Heritage live pulse.
---
## Daily one-pager (scorecard)
Simple one-pager: scorecard lines + Top 5. **Not** 3-page campus dashboards.
Harry feeds Delores these fields **~5:45 AM ET weekdays**:
1. **Cash in bank**
Heritage HCCC QBO Balance Sheet bank accounts.
- Exclude Youth Center cash.
- Exclude Sacha loan receivable (not bank).
2. **Money in yesterday**
QBO cleared Deposit / Payment / SalesReceipt for the **prior calendar day only**.
Never invent.
3. **Money out / labor**
Homebase Paid Hours (**Regular hours**) + estimated wages for **Barnesville + St Clairsville only**.
Pro forma admin shown **SEPARATE** (not folded into Homebase labor line).
4. **AR / past-due (scorecard)**
Brightwheel **parent** AR aging by campus.
Do **NOT** mix with QBO Aged Receivables (Village Network etc. = optional flag only, not the scorecard AR line).
5. **Occupancy**
Enrolled child FTE ÷ licensed capacity.
- Caps: Barnesville **70** · St Clairsville **78**.
- Thresholds: **<85% yellow** · **<80% red**.
---
## Weekly recon shape
1. **QBO bank deposits (cleared cash) = TRUTH**
Report: Total · State / PFCC / CCVP / KinderConnect · Checks / other.
2. **Brightwheel private pay = context only**
**NEVER** add Brightwheel private pay to the QBO total.
3. **Clara recon**
In Brightwheel not yet in bank · voucher holds.
4. **Net rule**
Do **not** add (1) + (2). QBO cleared cash is the money-in truth; Brightwheel is context and recon, not an additive cash total.
---
## FTE
- **Child FTE, not headcount.**
- **Formula:** days/week ÷ 5, summed across children.
- **School-age:**
- **0.5** if before **OR** after only.
- **1.0** if both (unless founder overrides).
- **Clara** feeds FTE on the **Monday campus block** (switch Brightwheel profiles — **no** combined campus column in the source pull).
---
## ARPC (blended)
- **Blended ARPC** = private-plan revenue + Brightwheel voucher/copay + QBO **STATE** subsidy deposits, with **no double-count**.
- **Hard-locked floats (as of 2026-09-15):**
- Barnesville ~**$243/wk**
- St Clairsville ~**$283–285/wk** (St C copay includes DHS where applicable)
- **Kids-needed** = (campus OpEx path under break-even) / ARPC
Floats: need ~**36** Barnesville / ~**48** St C; combined need ~**84**.
- **Subsidy hours bands** (attended hours from Brightwheel **hours attended** report — **not** schedule days):
- **≥33 hrs/week** = FT subsidy (state = FT rate − Brightwheel copay)
- **>10 and <33** = PT
- **≤10** = hourly
- **Ownership split:** Clara owns BW hours/copay; Harry owns QBO / KinderConnect state pay. True PFCC vs CCVP vs kinship needs KinderConnect / TAP (see PENDING).
---
## Break-even
**Formula:**
```text
(campus OpEx incl. labor + pro forma admin + campus share of owner draw) / 0.9 / ARPC
= FTE needed for ~10% margin
```
### Double-count guard
Strip any Rezin / Christi owner wages already in campus OpEx **before** adding pro forma admin + draw.
### Pro forma admin
- Rate: **$19/hr × 8 hrs/day** per admin seat.
- **Dawn** allotment: **100% St Clairsville**.
- **Christi** allotment: capacity-weighted **47.3% Barnesville / 52.7% St C** (live lock).
### Owner-draw pool construction
1. Start with: Dawn Turner pay + Rezin Howes pay + Christi Howes pay.
2. From Dawn and Christi, remove **$19 × 40 hrs/week** (admin allotment).
3. Leftover + Rezin full pay = **draw pool**.
### Owner-draw / shared-cost splits (current locks)
| Use case | Split | Status |
|---|---|---|
| **Draw pool campus share** (break-even + pulse) | Barnesville **70/148 = 47.3%** · St C **78/148 = 52.7%** | **FOUNDER LOCK** — superseded earlier flat 50/50 for draw pool |
| **Christi admin · Corporate shared** | Same **47.3% / 52.7%** | **FOUNDER LOCK** |
| **Dawn admin** | **100% St Clairsville** | **FOUNDER LOCK** |
| **Old Corporate OpEx + vehicle lease into campus views** (historical pulse allocation) | **50/50** into each campus | Locked for break-even/pulse views; no new Corporate class coding |
Campus-specific spend stays where it hits. Example Aug remodel under capacity weighting: Bville $2,726.76 · St C $3,038.25 of the draw pool.
### Other break-even locks
- **Monthly owner-draw $ target:** **PENDING** founder.
- **Old Corporate OpEx + vehicle lease:** allocate **50/50** into each campus for break-even / pulse. No new Corporate Office class coding.
- **Three views:** Barnesville only · St Clairsville only · Combined.
---
## Labor pulse (Homebase)
- Daily + weekly **Paid Hours** and estimated wages, campuses **Barnesville + St Clairsville only**.
- Every labor report **side-by-side:** prior day · prior week · same period prior year.
- **Pro forma admin separate from Homebase:**
- **+16 hrs / $304 per day** (2 seats × $19 × 8) until corrected.
- Dawn: **100% St C**.
- Christi: capacity-weighted **47.3% / 52.7%**.
- **Monthly:** hire count + turnover from Homebase (Harry).
- **Weekly end truth check:** Nichole Marsh Slack confirm hires / quits / terms. Delores / Leo own the Nicole DM.
---
## Color thresholds (scorecard)
Document **known** locks only. Do not invent missing threshold dollars.
| Metric | Lock | Notes |
|---|---|---|
| **Occupancy** | <85% yellow · <80% red | Locked |
| **AR (Brightwheel parent)** | under **$2.5k** = green/blank | Yellow/red $ thresholds as used on scorecard; if exact yellow $ not fully locked, treat as **soft / not fully locked** — do not invent |
| **Payroll weeks of cash** | ≥3 weeks blank/normal | Yellow/red if under thresholds **when locked**; do not invent missing $ / week cutoffs |
---
## What is NOT on the live pulse
- Youth Center
- Adding Brightwheel private pay to QBO cash
- Mixing QBO company AR with Brightwheel parent AR on the scorecard line
- Invented hours, FTE, or deposits
---
## Ownership
| Role | Owner |
|---|---|
| Cash / QBO / pulse fields / break-even math | **Harry** — CFO Heritage |
| Brightwheel billing / enrollment / FTE | **Clara** |
| Print pack founder daily one-pager | **Delores** |
| CoS / Eniston publish path | **Leo** |
Quiet Allied Assist / CVA — out of this KB and out of Heritage live pulse.
---
## PENDING / OPEN ITEMS
1. **Monthly owner-draw $ target** — PENDING founder lock (formula and splits above are locked; dollar target is not).
2. **KinderConnect / TAP** — needed to separate true PFCC vs CCVP vs kinship from blended state pay.
3. **Clara Monday full FTE** — when campus block is incomplete, do not invent; flag incomplete.
4. **Color $ thresholds** — occupancy locks are hard; AR yellow/red exact dollars and payroll weeks-of-cash yellow/red cutoffs remain soft where not fully locked — do not invent.
---
*Eniston Heritage Staff KB · Pulse / Break-Even / Labor / Color methods · Locked formulas as of 2026-09-15 floats where noted · Youth Center excluded from live pulse.*
Heritage Pulse, Break-Even, Labor & Color Methods
Written by Rezin
Last updated September 23, 2026