Contents
System Description Page 2
Core System Template and Business Reporting Page 3
Course Bookings Diary Page 4
Class Maintenance Program. Page 5
Student/Pupil Records Page 5
Pupil/Student Record of Achievement and Goals Page 8
Customer/Student Database Page 9
Course Register Page 10
Price Guide Addendum 1
Produced By: Avalon Software (UK) Ltd 48 High Street
Glasonbury
Somerset BA6 9DX Telephone: 08454 30 22 33
Email [email protected] Web Site www.avalonsoftware.co.uk
System Description
The aim of the product is to reduce the time spent on maintaining paper based records and help improve administration efficiency. It can ensure that courses are not over-booked without warning and will keep track of tutor and venue allocation.
In multi-user mode it enables authorised users to view or add to the diary from where ever they are based, rather than having to hunt round for the course bookings diary itself.
It does not offer an on-line booking facility.
The Course Management System has been designed as a simple office based application to control the running of training courses that occur on a regular basis. It can be run as a single PC application or as multi-user across a PC network.
The program is generic “template” in nature so that it can be applied to a variety of training course applications.
The “core” program comprises four main elements:-1. Course Bookings Diary
2. Class Maintenance Program 3. Customer/Student Database 4. Course Register
These elements of the program provide all the basic controls required to keep track of
Courses and Scheduled Dates Course Bookings
Student/Pupil Attainment and Badges or Certificates awarded Student/Pupil Database and Contact History
Core System Template and Business Reporting
Because every business different there are likely to be different reporting requirements. Consequently the core system does not provide reports or student profiles as a standard.
Reporting output will be customised for each user using ODBC links to the system database, with output going to Microsoft Word and Excel applications.
The user will be asked to define their reporting requirements in the form of a wish list. A free consultation will then be provided to define what can developed to meet those requirements.
If a requirement cannot be met using the method described above the user may be offered the possibility of a chargeable customised program
development instead.
Installation of the customised reporting can be take the form of a site visit, or via remote access software and telephone support. These services will be chargeable. Please see the price list page for guide prices.
Course Bookings Diary
This facility is the hub of the program. This will display all the courses that have been created in the Course Maintenance program and the number of bookings taken. It will also show the tutor allocated to each course.
A simple colour coding is used to identify course booking status: White = Date available and no course scheduled
Amber = Course date scheduled and any bookings will also display Green = Course underway
Red = Course overbooked.
Edit Course/Check Booking Details
To view details of the course, who is booked to attend, or to use any of the Course Maintenance facilities, simply click on the course date on the diary screen and the Course Maintenance program will open. This is described on the next page.
Class Maintenance Program.
This is used to define the classes or courses being run, dates of courses, frequency, e.g. weekly, every two weeks etc and charges or fees. It can also be used to set up courses that occur on single dates periodically. This program is used to:
Record the enrollment of pupils. Record payments received
Record achievements or badges awarded.
Define which coach or tutor is assigned to the course Define the venue where it is to be held
The program has a bulk transfer function. This is used where the majority, if not all, pupils will be moving to the next level course.
Student/Pupil Enrollment
In the screen example below a student record has been selected and this activates the pupil maintenance buttons on the lower right of the screen. These buttons provide the following functions:
● Pupil enrollment/removal from the course
● Pupil contact details – this data is held on the pupil database. ● Achievements and Badges or Certificates awarded
● Recording payment received for course fees ● Bulk transfer of pupils from course to another
Over Booking Warning
The pupil enrollment facility will warn if you are about to over-book by taking another booking. This warning can be ignored if the over-booking is intended.
Over-booked courses will display in red on the course register.
Pupil/Student Record of Achievement and Goals
The program can be used to record the student's record of achievement, and badges or certificates awarded.
In addition, the student's personal training or achievement goals can be noted and whether they have been attained.
Customer/Student Database
In addition to holding full contact details of current, previous or
prospective customers/students, this database can be used to track course or contact history and as a marketing database. Contacts can be grouped by user defined “customer types”
Course Register
The Course Maintenance program includes the facility to “Export” the register into an Excel spreadsheet.
From here it can be edited and distributed or emailed to course tutors and others.
This concludes the product description. If you would like to discuss your specific requirements will be please to hear from you. Please telephone Avalon Software (UK) Ltd on 08454 30 22 33 or email to
For information about system prices please see addendum 1 on the following page.
Addendum 1 SYSTEM PRICE GUIDE (Prices as at August 2008)
Please note that prices quoted are ex VAT, which will be added at the rate of 17.5%
Item Ex VAT Price Notes
Course Management Core
System Licence £125.00
One copy of the program will be required per PC on which it is to be installed.
The program can be run on a network of up to 5 PCs
Options Ex VAT Price Notes
Annual Software Support
Service £30.00
The licence fee includes free 30 day support service
Remote System Set-up and Reports Configuration
Service £35.00 per hour
We expect that most reports can be installed and
configured in 1-2 hours
On-site Reports Configuration Service and
User Training £150.0 per 3 hour session
Travel expenses may be chargeable in some circumstances, by prior agreement with the customer
