Student Management System Choosing the right one
Are you looking for the right student management system for you? Have you ever faced challenges with your current SMS that doesn’t fit your needs, or is difficult to use? Learn how to choose the perfect SMS for your business needs.
Many RTOs didn’t consider a Student Management System in Australia a priority, and relied on self-built spreadsheets or databases in the past. However, with the AQTF Standards release in 2010, making an SMS, that can provide AVETMISS compliance data, necessary, many RTOs panicked.
This statement to the DPR (Data Provision Requirements 2011) has become problematic for RTOs, as they struggle to source a Student Management System that meets their needs.
It became challenging for RTOs to find an SMS that meets their needs. Some RTOs bought the cheapest option or made rushed purchases without considering their business needs.
Many RTOs had to buy multiple applications for different departments as their purchased SMS was not the right fit.
Lack of due diligence while purchasing an SMS has cost many RTOs. Despite being time-consuming, taking the time to purchase the best SMS is crucial. Following a proper process will ensure that the SMS chosen will shine for the business tenfold.
The process of student management system in Australia
Step 1 - Business Requirements
Consider a Student Management System in Australia as more than just a tool to produce AVETMISS compliant data. It is an opportunity to overhaul and improve the processes in every department of your business.
To make the most out of an SMS, have the heads of each department or IT administrator (who should liaise with staff in the department and not assume anything) identify the following:
a) Identify the applications (both installed on computers and web-based) currently used in each department and evaluate their strengths and weaknesses.
b) Identify the manual tasks that staff in each department perform using spreadsheets, documents, files on servers, etc. that cannot be completed using any of the applications currently used in their department. This should also include repetitive tasks like producing letters and reports.
Analyzing the student management system in Australia: Things to remember
- How easy is it for staff to use the existing applications?
- How thoroughly do you use the existing applications?
- What ‘knowledge/IP’ is retained in your business for these applications when/if staff using them leaves?
Step 2 - Analysis review meeting
After completing the analysis in step 1, schedule a meeting with all the heads of the department to review the list. During the meeting, you need to answer the following questions:
- For each department what are the mandatory things a new system should be able to do?
- For each department what would be a ‘wish list’ of extras that a new system hopefully does or could be developed to do?
- How critical are the ‘mandatory’ requirements for each department when considering a system?
As part of the analysis completed in step 1, it was discovered that the marketing department is struggling to manage large volumes of Offer Letters/Enrollment Applications because they do it manually.
On the other hand, the finance department has a system in place that makes managing students’ financials and overdue payments easy, even with a large volume.
It’s important to address the issue of managing large volumes of Offer Letters/Enrollment Applications because it is new business and therefore considered critical that a new student management system Austria should be able to manage it.
It may not be mandatory for a new system to manage students’ financials if you already have something in place for this.
Creating the first checklist for Australia's Student Management System
By answering questions such as what are the mandatory and wish-list items for each department, you can create a ‘first checklist’ that shows the elements/features required for a new system.
The checklist should include an overall rating of the importance of each department’s elements/features being available in a new system.
Creating a checklist will help you review systems and make an informed decision. For each Australian student management system you wish to review, create a column to tick or cross off what they do or don’t have for each department’s elements/features.
You may also need a second column for ‘Comments’ to add as you review.
Before commencing the review of systems, it’s important to decide in a meeting or beforehand what your budget is for this purchase.
Note that the purchase will involve different costs, which can vary dramatically from one provider to another.
Typical costs include:
Licence Fee/s – could be per user, per campus/location and could be annually or a once off.
Ongoing Fee/s – could be per enrolment, support & maintenance and could be monthly or annually.
The vendor may charge you for costs such as implementation work, training, consultation, or other related services. Make sure you fully prepare and understand all costs involved for each system to avoid any hidden fees.
Step 3 - Choosing systems to review
To create a list of student management Australia systems to review, there are different approaches you can take. You can start with a Google search using industry-specific terms such as CRICOS, RTO, AVETMISS, AQTF or ASQA.
However, it’s also worth considering seeking advice from people you know in the industry or staff members who have worked at other RTOs to find out what systems they have used and their opinions on them.
It’s important not to limit yourself to just one or two systems to review. Take the time to explore what’s available and what can best suit your business needs.
Once you’ve identified the systems you wish to review, add them to a checklist and keep their company names, contact details, and system names in a separate list.
You’ll come across systems from both Australia and other countries, ranging from small to large companies. When reviewing companies and their student management systems, keep two important factors in mind:
When considering systems from companies in other countries, ensure they have an Australian presence and know RTO compliance requirements.
Look for Australian-based clients and references to contact during the review process.
Consider how to contact the company and whether they will be available during Australian business hours.
When reviewing systems from smaller companies, consider the company’s establishment and whether they have multiple products and income streams.
Determine whether the company relies solely on the student management system for income.
Step 4 - Reviewing systems & deciding on a system
This step may require more depth depending on the size of your checklist, particularly if you’re reviewing more than five systems. Regardless of the number of systems, it is advisable to divide the review into the following stages:
Review 1 – Get someone to use your first checklist to contact the companies in your list and weed out what’s not viable for your business. It can be a representative for your RTO, a third-party consultant, or a junior staff member. Avoid using senior staff who have more important tasks to do.
When contacting a company, set the tone by explaining that you have a formal review process in place to purchase a Student Management System. Let them know this is review 1 of several to take place over a set period of time, and ensure they don’t rush you.
Ask them to identify which elements of their system can be used for each department and whether there are any additional features that can benefit your business. Have a set list of questions prepared to get a comprehensive overview of the company and their system.
We recommend conducting this review over the phone to gain more insights than through an email review.
Things such as:
- Is the person you are talking to polite and helpful?
- Do they talk as though they know the industry or do they seem to be reading from a script/prepared speech?
- Were they able to answer your questions easily or do they have to ‘check with someone’ before answering?
Once you have all the information you need and completed your checklist, inform the system provider about the next steps. Let them know that you have other systems to review, and if their system has made it to the next review stage, you will notify them.
After Review 1 is done, the representative for your company should report back to your management or decision-making team. Review the results and select the systems that will move to Review 2.
It’s recommended to inform all companies via email about the outcomes and thank them for their time. Building good relationships in this industry is important for future opportunities.
Review 2 – Next, organize system demonstrations, which can be done on-site or online depending on the provider’s approach. By now, you should have a better understanding of each system’s capabilities based on review 1. Make a list of further questions or things you wish to see the system do in practice.
During the demonstration, take charge and control the pace of the presentation. It is essential to know who you are talking to, whether they are a sales/marketing person or a developer/support-style person. If their job title doesn’t give a clue, ask about their experience in the RTO industry.
By looking at their body language when they answer, you will get an idea of their real experience. Salespeople will always try to show you the most impressive features of the system, so be aware of this.
Who should attend this review from your RTO?
During the system demonstrations, take control and ask for the job title or industry experience of the presenter to gauge their expertise. Have representatives from each department that will use the system attend the demonstration, including staff who will use the system daily.
The goal is to narrow down to at least two systems for further consideration, with the third review being the most critical.
Review 3 – at this point you should have a very short list of say 2 systems. From here on you need to consider the following:
- Implementation – Ask about the implementation process, including recommendations for integrating the system into your business, transferring archived data, and customizing the system to your needs.
Will they assist with preliminary workshops to map your processes and procedures to the new system? If so, how much time will they spend on this and is there a cost? Inquire about their data check process and who will be responsible for implementation.
- Training – What’s the implementation process and training plan for your staff? Are there any costs involved? What ongoing support will they provide for your business?
- References – Consider requesting references from the vendor, as not everyone takes this step. Be cautious of vendors who provide “case studies” or “white papers” that boast about successful implementation with big words.
These are typically marketing copy and should be disregarded. Request contacts from current clients for a more accurate representation.
- Cease of Trade – Consider the vendor’s data backup and recovery plan. Will they provide your data if you cease business with them? What format will it be provided in and how soon? What if the vendor goes out of business?
- Data backups, privacy & security – How will the vendor protect your data online? What are their data security policies, backup procedures, and privacy policy?
Gather all information from your questions and experiences with the product and vendor to decide the best system for your business. Keep all communication in one location, including signed license agreement and policy documents for future reference and audit purposes.
