Training Management System

An ERP Solution for

Education and Training sector

Overview Technology Used

An ERP Solution for Education and Framework : MS DOT NET FRAMEWORK 2.0
Training sector. Front End : ASP.NET + C#
RAD Tools : VISUAL Studio 2005, Crystal Reports 10.x
Web Server : MS IIS 6.0
Client: A top ranking Professional Database : SQL Server 2.0
Training Institute. Source Control : VSS 6.0 D
OS : Windows 2003
OOAD : MS Visio

About the Solution

A comprehensive web based ERP solution that has incorporated the various
standardized processes of the Education & Training sector. It provides an end to end
support for operations, across various key groups / divisions, viz

n Course Structuring and Evaluation

n Centre Operations Management
n Institutional Alliance Management
n Franchisee Centre Development & Management
n Inventory Management
n Accounting System
n Work flow Management System
n MIS & DSS
System Architecture

UI Components

Operational Management

Communication
Data Access Component

Security
USER

Data Access Helper

Data Store
Business Logic /SPs

Technology Highlights

t ASP.NET 2.0 best features

t Membership & Roles
t Master Pages
t Configuration Management
t Data Access Application Block
t Skins & Themes
t H/W Authentication
t HTTP compression for optimum performance
t AJAX Version Beta 2.0

Plus
t Design based on Microsoft Best Practices and Patterns
t CMMI level 3 Software Engineering Processes
t End to End Microsoft Technology
t Layered Architecture with blend of MVC model
t Business logic dense in Database Layer for improved performance

Feature Highlights

t Highly integrated and parameterized system, incorporating industry standard

processes for E&T operations.
t Rich web interface and Centralized Database
t Highly secure
l H/w authentication
l Role based user access
l Facility for public access to special users
l Data Authorization at Center level
t Look-up facility across the application
t Work flow support
t e-Mail Notification support
t Supports interface to standard HR systems
t Report Builder
t Exhaustive MIS and DSS

Support, Training, Migration & Integration

Our implementation process may include data migration, integration with any existing
applications, parallel runs, onsite staff training and different flavors of support models.
Course Structuring & Evaluation
t Comprehensive format for defining Parent Course and Child-course (Variants)
and their sessions information
t Classification of Standard Courses, Combo Courses, Basic & Advanced courses,
Correspondence courses and Courses for Studies Abroad
t Course Structure definitions maintained year wise with facility to copy similar
course definitions from previous year sessions
t Workflow based Course Content Development and finalization
t Student feedback assessment through Mid Course & Comprehensive Course
evaluation
t Defining the various Tests planned for courses
t Defining the Frequently Asked Questions for students reference

User
Record FAQ

FAQ Search

Mid Course Evaluation Obtains enquiries from Students related to events/functions

Evaluate

User

Create Mother Course Create Sessions and associate items to session

Check readiness of items for sessions Create Variants

Create List of Tests to be conducted for a course

Course Structuring & Evaluation.....

Course Structure Definition

Franchisee Centre Operations
Student Management
t Handling student Enquiries and Follow-up
t Student Registrations
t Batch Planning for
t Faculty planning for single or multiple sessions
t Batch assignment to student with fee plan generation
t Batch Transfers within same Centre and Different Centres

Students Registering for Study Abroad courses

t Student Enquiries, Follow-up and registrations
t Documents submission Checklist
t Monitoring Student applications to Foreign university
t VISA follow up with checklist
t Scheduling and managing Computer Based Tests

Centre Accounting System

t Fee collection from student against plan
t Fee collection from Institutes for batches conducted for a Institute tie-up
t Miscellaneous Fee receipts
t Centre Miscellaneous Expenses
t Cancellation of receipts along with On book fee receipt cancellation
t Reporting collections & remittances to Head Quarters thru weekly centre account
statement.

Others
t Center specific B-school databank with any tie-up information
Franchisee Centre Operations.....

Student Management at Centre

Enquiry

Follow up

Batch exists?
Batch Planning Batch Creation
Not Converted

F-03-01
MRF Yellow Folder required

Temp.
Temp. registration registration
required?
Approved?

Registration
FPC

Batch Assignment F-03-01

Student Attendance Faculty Card Personal Counselling Session

Abroad Courses - Student Document(s) monitoring

Franchisee Centre Operations.....

Other Support Activities

CENTRE

Nodal Centre Issue Receipt

Student Batch Transfers

Fee Receipt Cancellations

Batch Cancellation requests

Discount Requests

Postal Conversion Requests HQ

B-School Form receipt Ackn.

Inward Entry
Issue & Receipt of Materials

Material Management

Material Management Issue of missed Materials

Franchisee Centre Operations.....

Batch Planning

Faculty Planning
Franchisee Centre Development & Management
t Franchisee Enquiry Handling and Follow-up
t Survey reports with facility in the application for maintaining photographs taken
during survey.
t Maintaining Franchisee Centre Databank
t Center Activation through checklist based closure of formalities
t Authorizing Courses specific to Centres
t Course fee definition specific to each centre (with facility for batch settings)
t Definition of slab-wise Fee Discounts and Flat Discounts that can be availed by
student as per eligibility (Early Bird Discount, Group Discount, Loyalty Discount,
Inaugural Discount, Privilege Voucher)
t Definition of fee slab based Installment Differential amount that is paid additionally
when student opts for fee payment in installments.
t Approval of various Request from Centres viz Material Requests, Special
Discount Requests, Special Installment Request, Batch Cancellation Request
t Daily communication & support to Centres

Franchisee Operations

Franchisee Enquiry

User
Franchisee Enquiry Follow up

Sent Achiever’s Pack and Response Form

Prospective
Franchisee

Receive Response Form

Yes
Franchisee Survey - Photo Franchisee Survey Report If eligible?

No

Franchisee: Business Unit Registration

Update Franchisee Data Bank

Check Formalities Completion

Activate Franchisee
Franchisee Centre Development & Management.....

Approve Centre Request

Discount Request
Send Receive
Installment Request

HQ HQ
Batch Cancellation Request
User User

MRF

Review & Approval Request

Define Master Information for Centre

Discount Master

Installment Differential

HQ
Zone Master
User

Centre Wise Course Fees

Other Centre Support Activities

Franchisee Daily Communication

HQ Update Approved MRF HQ

User User

Maintain Centre Expenses incurred by HQ

Franchisee Centre Development & Management.....

Prospective Franchisee Response Form - Comfort Attributes

Prospective Franchisee Response Form - Investment Plan

Institutional Alliance Management
t Databank of B-School, National Universities, Foreign Universities and High Schools
t Prospecting Alliances with institutes for Advertisements, Sponsorships, Application
Forms Sale
t Finalization of Alliance and further follow-up through invoice generation as per billing
plan
t Distribution and sale of Application forms sale through Franchisee Centres.
t Setting annual targets for revenue through Institutional Alliances
t MIS on Total revenue generated, Target achieved

Setting Yearly Targets for B-School alliances

Daily Yearly Targets Finalize Target

HQ
User

Forms Sale

Receive B-School Forms Distribute to Centres

HQ Centre
User User
Send Weekly Forms Sale Statement

Receive Return
Return Unused Form

Other Marketing Alliance

Compile B-School Information Proppose Alliance Follow up

HQ
User
if offer accepted?

No
Yes

Generate Invoice as per billing plan Finalize Alliance

Inventory Management
Inventory management

t Item definition for all categories of items (Study material, General Material,
Stationary, Kits, Assembled items etc)
t Item costing with slab based rates or flat unit rates
t Template definition for Study Material, General material and General Master
Material with options for setting Template cost and debit mode as 'On dispatch' or
'Debit once'.
t Stock Management with facility for adjustments
t Issue and return of items
t Alerts for Reorder

Procurement & work orders

t Vendor database with rate-list (unit rates, slab based or flat amount based)
t Purchase and Work Order (for Printing, binding etc) generation with facility for job
transfers
t Vendor rate history for item' indicator during Order generation
t Management of Material received against Orders thru Inward Control System and
Material Receipt Note generation
t Updating Stock through measurement unit conversion
t Facility for Order Closure
t Defective Items' Management

Distribution of Material to Franchisee Centres

t Multiple Items Dispatches based on Pending Material Requests for various

categories of items
t Single Item Dispatches to multiple Centres based on item availability
t Handling items returned by centre against the Head quarter Delivery Challan
t Amount for Debit to Centres auto calculated based on item or template definition
of free quantity, cost basis and re-dispatch of returned items to Centres without
debit along with overheads of courier charges and taxes included.
t Debit Note Revalidation & Approvals

Generation of requests for General Master Material (standard basic material

distributed every session) for various Centres at HQ
Inventory Management.....

Manage Item Order & Despatch

Prepare GMMRF

Centre
User Requests for Items (MRF)
Update Stock

Item Return
HQ
User

Available
Despatch Item (Delivery Challan) Check Stock

Not available

Item Order

Purchase Order Print Order Job Order

Receive Goods
(Material Receipt Note)
Centre User
User

Other Activities

Define Item Templates Associate Templates with Variants

Define Kits Under Templates Manage Vendor list & Item Rates

User

Discard Items Manage Item Stocks

Inventory Management.....

Item Definition

Template Definition
Postal Student Management
t Inventory management
t Defining courses and course material for Postal
t Handling Postal enquiries and registrations
t Converting a Regular student to Postal.
t Batch Planning with Study Material dispatch schedule for student
t Dispatch to single or multiple students as per due dates

Convert Postal Enquiry to Postal Registration

Centre Send Enquiry to HQ HQ Manage Item Templates

Despatch Items along with Delivery Challan

Course Enquiry

Student Student

Material Despatch for Postal Student

Work Flow Management
t Search facility for all WFM elements from single point.
t Facility to display active reminders all the time.
t Quick create facility for accounts & contacts.
t Recycle bin to view deleted data.
t Work flow based task management.
t Facility to set reminders against tasks.
t Tasks assignment against any WFM element.
t Facility for daily performance reports.
t Daily notes feature for self.
t Facility to set reminders for self & others.
t Complete event management including event agenda, marketing plan &
documentation.
t Copy facility for events to copy documentation from existing events.
t Task assignment through events.
t Sharing of information through blog posts.
t Central repository for document management.
t Controlled access to accounts, contacts, MI & documents.
t Performance monitoring reports for MI purposes.
t Facility to give ideas visible to self & HQ admin.
Head Quarters Accounting System & MIS
t Legal & Financial Formalities for activating New Franchisee Centres
t Setting Yearly Targets for Centres - Revenue and Student registration figures
t Summarizing weekly accounts statements from Centres and generating revenue
report with share break-up with centre.
t Assessing Center performance
Our strength in E&T domain
s 60 person months of study and comprehension of E&T operations
s Pool of domain experts with rich experience in working on similar systems
s System validated by one of the Top ranking and process driven Training institutes -
PT Education & Training Services Ltd., (PTETSL) *

Client Reference*
PT Education & Training Services Ltd., (PTETSL)

Introduction
PT Education & Training Services Ltd., (PTETSL) is one of the key national level Training
institutes in India. With the education sector and its allied industries witnessing an
unprecedented era of growth…seemingly everlasting, PT with its present line of
operations has ample leverage to move into various allied areas of education.

Operations
PTETSL's core competence lies in the area of System Design and Development of
various classroom and online courses. The specialty of PT courses is the fact that they
are extremely well-researched and innovative by nature.

Spread
PTETSL is Head Quartered at Indore in Central India and has its Franchisee Training
Centres at more than 50 locations across India.

Credentials
PTETSL is one of the many institutes that measures up to a high standard standards of
transparency, standardization and process orientation. To deliver consistently high
levels of quality in their operations, PTETSL promises a unique TDPro engine which is a
culmination of distilled years of wisdom and understanding of the PT team in the E&T
operations.

TDPro stands for Technology Driven Process Engine. It is the whole structure of PT
the systematic documentation & implementation of every single process followed at
PT. Be it course design, course delivery, centre infrastructure, faculty selection,
faculty training, website content updation, students resources management, HR
operations, marketing seminars, materials management, IPR control and
management, or centre administration TDpro engine is geared to add value to all of
them.