77 EFCS操作指南

第2册 卷号名称7IT系统安装及使用指南7.7 EFACS操作指南1. 快速输入流程一览 ,本部分对应操作流程，可打印出来以提醒输入人员步骤。课程顾问：咨询过程中自然询问学生来源注明：First Contact Mode及Weekly sales report只存在于EFACS3.31中。课程顾问：预约访问时间，把所有信息输入 EFACS/history；同时把预约名字和时间输入公用文件：Interview Booking Sheet 中课程顾问在EFACS中的操作： 用自己的用户名登陆系统。 进入Function-Customer介面，新建记录。 输入客人的姓名及联系方式。 选择客人的First Contact Mode，如果是散客，即选择Walk-IN，如果是打电话进来，选择Call-In 根据实际情况输入NextAction Type，如客人预约即选择Customer to Visit，并输入下一次预约的具体日期和时间。 根据实际情况输入客人的Source Code ，Source Code包括学生是如何知道EF的，学生是从哪一个区来。如果不知道的话，也必须选择unkonwn(000) 存盘。FD：接电话、问候语、如咨询课程按顺序转接给不同课程顾问，并RECORD SHEET上作电话记录 校长可在课程顾问输入基本数据后得到以下分析数据。1. 在Weekly Sales报表中得到不同课程顾问名下：打入电话与成功预约的比率，散客与预约来访的比率。2. 在Marketing Report中得到不同生源的比较饼型图。课程顾问： 通过吸引学员访问学校的具体利益，如学校组织的各种活动，预约学员来校访问课程顾问：了解客户需求、愿望与学习目标，同时在 RECORD SHEET上记录 在Customer页面中尽可能详细的输入客人资料。 在VisitDate中输入客人的实际到访日期。 在Test Result中输入客人的测试分数和级别。 进入Finance介面，选择对应的Invoice 选择PAY，进入付费菜单。 选择Payment Type和付费金额。 根据需要选择是否打印Receipts 选择OK完成。 再次进入Booking界面，选择学生的booking,然后将这个已付费的booking放对应的class里面。校长可在课程顾问输入数据后得到以下分析数据。1. 在Weekly Sales报表中得到不同课程顾问名下：来访与付费的比率，付费人数与卖掉课程的比率。2. 在Receipt Report中得到收入报表。3. 在Income报表中得到应收报表。4. Production report产量报表。注明：Weekly sales report只存在于EFACS3.31中。EFACS3.31以前版本没有Total Income Report,只有Total Invoice Report。课程顾问：成交付费、合同解释与签署、算清款项填入学员表内，带领学员付费给前台FD或财务。FD或财务：确定收费金额并收款、开发票、发放相应材料等。输入EFACS, 并把学员放入虚拟班中如不愿付费，Call back and create believable urgency to ask the Ss to pay course fee 2 weeks before the course starts FD: 从INTERVIEW BOOKING SHEET中查看是否预约，如有，通知课程顾问； 如果 未预约，按顺序指定课程顾问接待 ；并在RECORD SHEET上作好记录课程顾问：展示学校，携带SALES KIT及书等销售材料在咨询室或单独区域咨询课程顾问：询问了解需求，引起兴趣，利用FABE原则进行咨询，以满足客户需求课程顾问：协助填写学员表格STUDENT FORM 并安排测试，同时将学员基本资料输入EFACS 进入Booking页面，选择Book 根据测试成绩为学生book课程，其中BO开头的代码为书本，GI开头的为礼品，DI开头的折扣。 全部确认Book无误后选择BOOK IT退回界面。课程顾问： 解释级别,阶段销售，学习规划，劝服学员付费（Create believable urgency）。 FD：资料输入EFACS在EFACS中的操作 进入客人的Booking界面，在PLACE中选中要调班的记录，选择UNPLACE将booking从班中取出。 然后重新PLACE到新的级别之中。 如果因为级别不同而有金额变化的话，进入客人的Finance界面，选中要改变的Invoice。 选中Correction，输入要改成的金额和原因。 确认。校长可在课程顾问输入数据后得到以下分析数据。在Weekly Sales或Franchise From里得到退费金额。在Production报表里得到数据更新后的产量报表。教务长根据需要面试学生并把意见反馈给班主任或教师学生向班主任或教师提出级别调整要求班主任或教师填写SKIP LEVEL FORM并将级别调整要求转给教务长班主任或教师把意见转给学员，并由班主任在EFACS上作记录注明：Weekly sales report只存在于EFACS3.31中。EFACS3.31以前版本中无法使用correction直接调整金额。调整级别的流程学生退费的流程财务或FD退费，并将结果记录EFACS如果学员坚持退费，班主任协助填写TERMINATION QUEREY SHEET，并经校长批准班主任询问退费真正原因并提供咨询如果学员退费与教学有关，及时转告教务长，必要时由教务长提供咨询；如果学员退费与学校管理有关，及时转告校长，必要时由校长提供咨询学员向班主任提出申请校长可在课程顾问输入数据后得到以下分析数据。在Weekly Sales或Franchise From里得到退费金额和退费人数的数据。在Production报表里得到数据更新后的产量报表。在EFACS中的操作 先进入Function-Course，选中该退费学生的班级。 进行Class，选择Attendance Record。 选择该学生名字，然后选择DropOut 确认。 进入Function-Customer，选中该退费学生。 进入Finance界面，选中要退费的Invoice 选择Correction。 指定新的金额及原因。 确认后系统会自动计算原金额当前金额退费。注明：Weekly sales report只存在于EFACS3.31中。EFACS3.31以前版本中无法使用correction直接调整金额。EFACS3.31以前版本中没有Drop Out 功能。2. EFACS详细使用手册 Revised on 2003-04ContentsIntroduction1. General information2. About EFACS2.1. What is the EFACS system based on?2.2. Course Definition3. Customers3.1. Saving a customer3.2. Booking a customer on to the course3.3. Gathering Students available for a course4. Courses4.1. Adding new course4.2. Placing Customer to the Course4.3. Attendance Record5. Payments5.1. Making payments5.2. Credit Notes5.3. Refunds6. FAQs (Frequently asked Questions)IntroductionThe purpose of this document is to provide a quick and informal reference for users of EFACS version 3.31 to English First worldwide. Due to nature of EFACS 3s requirements to model the business process we in the IT department strongly encourage users to ask more questions about using EFACS. Please contact to your local IT support.1.General informationEFACS is an application developed for English First and EF Education is the owner of the source code. So in order to run EFACS 3.31 you need to purchase the correct 4D software that is a commercial product. 4d licensing means that you have to purchase a license corresponding to number of users who work with EFACS at the same time (i.e. concurrent connections). The 4D license required can be purchased from 4D directly (details of which can be found at ) or from your local agent (4D recommended distributors can be found at ). 4D licensing for a client - server deployment depends on the number of concurrent connections to 4D Server. 4D Server controls how many clients are connected to database. When a client tries to connect the server, the 4D Server checks the number of already connected users. If the number of connected users is equal to the number of entered 4D licenses, the server rejects this request. In the 4d environment a user is an account for an individual working on the software. In 4D licensing the terms “user” does not refers to an individual person. It refers to concurrent connection to the server. Therefore the number of users is actually the number of computers connected to the server simultaneously. In other words a client machine can have many different people accessing the 4d software throughout the day via their own user account. All individuals have their own user account to login with the restriction is the number of users that can connect to the server at the same time. Any user can use any computer providing the client software is installed and can communicate across the network to the server.Up to top2.0 About EFACS2.1 What is the EFACS system based on?EFACS (English First Administration Computer System) is tailor-made to the specification of the English First operating process. We teach English so our main product is the course. The new course code is a worldwide standardization for EF, which is divided into 4 parts. There is a code, a schedule and a level to define each course. The code for a course will always be represented in the following format:AA-BB-CC-DD where:AA represents the course type (i.e.: EF for EnglishEF)BB represents the number of occurrences per week (i.e.: 3X for 3 times per week)CC represents the number of EFACS Units per week (i.e.: 12 for 20*12=240 minutes)DD represent the course level (i.e.: 07 for level 7)In this example the course code will be EF-3X-06-07EFACS Unit vs ACHs (Academic Hours)1, An EFACS unit is a period of 20 minutes real time.An ACH (Academic Hour) is a lesson that can be of 40, 45, or 60 minutes real time.This means that an ACH is either 40 or 45 minutes = 2 EFACS units (with rounding, 5 minutes break in real life), or 60 minutes = 3 EFACS units2, For English First IT this means we must pay careful attention during configuration. Configuration of this property can be found at File/Admin/Office Set up. You will find a box called Period durations. This should only have 20 the minute option enabled which equals an EFACS unit and should be set up as default, (a D next to the 20). In the scheduling/Interval box should be 40, 45 or 60 (representing the ACH). You will also have to enter the price per unit when defining the availability of the Articles. That means that the price of the course entered here should be per EFACS unit (not ACH). Yes it is possible to modify prices later on when defining each course.Up to top2.2 Course DefinitionThis dialog consists of three groups courses, schedule and available courses. Using the “Add” button on the bottom, you can add the course selected on the 2 top boxes to the list of available courses on the bottom. In this case we added EF level 2, 3x per week 6 hours per week for a total of 40 hours. Now we can define the price for this course using the “Edit Price” button on the bottom.The new screen will allow you to enter the price for this specific course type. You can entry total price or entry Price per Unit.Up to top3 Customers3.1 Saving a customerAfter specifying this information you can save customer by clicking the button with diskette icon on it.How to add a new customer1. Click Functions Menu and select the option customers and the customers window will appear.2. Click the button furthest left with + on button, in customers window. Then the Address Entry form appears3. Enter at least First Name, Last Name and a phone number (whenever possible) and then click OK. 14. Next is the customers new record form, you can specify all the information about the customer. You must enter details in the source codes and next action type on the Main tab. When entering this information you can get a dropdown box list of alternatives by inserting and clicking tab button. After entering this info to the corresponding fields you can save new record in Customers table by clicking “save” button (with diskette icon on it).Source Code is a code of 3 categories specifying how each Customer reached the school. It is very important to provide as much marketing information as possible. This information can contribute to the success of your school - so get into the habit of gathering as many details from any inquires and students. By analyzing this information we can improve marketing utilization, and you can improve your schools performance! Summary Source Code is combination of 3 groups defined by 3 digits each. Whilst completing this section do not forget to use the symbol to help you check on options and remember codes with the pop up options. See below for an example of matching up.1 Category. It describes what kind of is the marketing media attracted the customer to contact EF. It could be banners, flyers, signage, TV, radio etc.Code Type Description Range000 Category Unknown1* Category Recommendation2* Category Newspaper /Magazine3* Category Banner/ Signage4* Category Poster 411- 499400 Category Poster Unknown5* Category Flyer 511- 599500 Category Flyer Unknown6* Category Exhibition7* Category Radio/ TV8* Category Direct Mail/ Internet9* Category Other2 The Area. It can be part of the country or part of the city depending on how you wish to define the marketing information.000 Area Unknown1* Area Local 100- 699 same city 7* Area Region 700- 899 Suburb 9* Area Other 900- 999 Further 3 Place. In the city, for example Center Square.000 Place Unknown1* Place Home 111- 999 2* Place Mall/ Shopping Center 3* Place School/ Uni/ College4* Place Restaurant/ Club/ Hotel5* Place Public Places/ Transportation6* Place Offices/ Squares7* Place Recreational Area/ Zoos/ Amusement Parks/ Cinema8* Place9* Place OtherNote: Try to keep some logic i.e. 230- McDonalds unknown. 231- McDonalds KensingtonThese codes are organized in logical order. For example codes beginnings with 1 at the Category field are different recommendations. 110 can be Recommendation by friend, 120 Recommendation by Sibling etc. The same is with the rest of fields and lets say 100 means shopping centers, so 110 could be Carrefour, 120 Auchan and 130 Cash and Carry. All the Source Codes are mandatory and even when you have potential client who only wants to get only few details regarding courses at English First you should ask her/him where s/he found the schools phone number. Sometimes it is impossible and then you can specify 000 as a Source Code. It means Unknown in each category of code. The next action is a group of three fields enabling you to specify what will be next activity when it will take place and at what time. For example it could be that the client will visit EF, or EF to call back etc. You will also need to get a phone number for future contact. If possible you should fill the rest of fields with the clients help, these are additional phone numbers (at the day and evening), fax numbers, any other contacts, email. You can put date of birth and you will get the age of customer or just specify the ageNOTE,s that a minimum amount of information needs to be entered to each customer before you can save the customer. This is the Source code and the Next Action Type.Up to topHistory is the next tab that you will see. This fills itself automatically and is a useful reference for the future.Up to top3.2 Booking a customer on to the course1. Go to the Customers window by clicking Customers button2. Find the Customer and enter the Customers detailed form by clicking on table raw with specified Name.3. Choose Bookings tab.4. Click Book button under booking list at the middle of form. Course / Article Booking form appears.5. Choose a particular course based on student knowledge or time preferences, highlight the course and click book. In this example we have chosen an English course at level 1 who will study 5 times a week for a total of 20 units per week. 6. The chosen article appears in Booked Articles list.7. Click Book It button at the right down corner of the form. Then you will see the booking made as in the picture below.8. Save Customer information by clicking diskette buttonDont forget to book any course materials!Up to top3.4 Gathering Students available for a courseThere are 2 options. Firstly, you can immediately create the course and then add the students directly, (this requires very good planning). For more details see Courses section below. Alternatively before you can add students to a course you may find that you need to gather those students available to make up the course. Therefore we will gather with the unplaced bookings report.1. Click on Tools from the menu and select standard reports (a table must be open).2. Select production from the categories box and then unplaced bookings from the menu on the right.3. Then select the time frame that you wish to gather unplaced students from. Then you are able to fill in the details of the course accordinglyUp to top4 Courses4.1 Adding new course1. Click Courses button on the main button bar and the courses list appears.2. Click right button with picture of + in the Courses window.3. In Courses: New Record you should specify Full Course Code, Classroom, Teachers name and Dates area on the Main tab. 4. Dont forget to use the sign and then hit the “enter” button to help you with options, as below with the classrooms field. After this you can save new course with specified info by clicking button with diskette picture. 5. After completing these details the course is now created. In order to be able to place students onto a course you will need to arrange the course using the arrange button. Then you will have to complete the details about the frequency and time of the class (see below). 6. The next step is to lock the course, this basically confirms the course and importantly makes it available for students to be placed on the course. You will see that the classes themselves have been added on the “Classes tab”. Once this is done you will notice that you are now able to place students directly from the students tab. This leads us into the next topic. Up to top4.2 Placing Customer to the CourseYou can do this in two ways, either from the course find a customer as mentioned above. First from a Customer when for example you have student and s/he has no course preferences.1. Go to the Customers window by clicking Customers button2. Find the Customer and enter the Customers details form.3. Choose Bookings tab4. Click Place button at the middle of the form to see the courses available. The list of courses interesting for the Customer can be viewed by clicking Show Running Courses button or by filtering base on fields at the top of form. Then Choose the course.5. Double-click or click Placed Student button.6. Save Customer info.Secondly, from Course when Customer wants to apply to the specified course already running.1. Go to the Course window by clicking Course button2. Choose Course by clicking on the table raw with particular course. You can place Customer only to the Locked Course! The Course detailed form appears. Click Students tab. Click Place Student button. Student Placement form appears.3. Specify student information by entering data to the fields over the Placed Student list, (denoted by red circle). Choose student from choice list and OK. Click Place Student.4. Save Course info.Up to top4.3 Attendance RecordTo print or add details to the attendance record select courses, then the classes tab. Then you can select the Add Attendance or Print Attendance button. Note that, Two weeks after the date has passed you will not be able to alter the attendance record! Also once the class is concluded you could only alter the test results.Up to top5 Payments5.1 Making paymentsPayments can be controlled from Customer detailed window, Students tab in Course detailed window.1. In the Finance tab of the Customer detailed form you can find a list of payment activity. You can see invoices records created during booking and payments records. There are 4 types of payment status. Means the selected invoice had been paid. Means you can pay the invoice. Means part of invoice had been paid. means the invoice value had been changed.2. Select the or invoice in left window, and press the Pay button. Then it will display a payment window. Here you must enter the amount received and the method of payment. Then click Ok and the payment will be processed and the balance will indicate any outstanding amount. Up to top5.2 Set