Do you know these typical problems for the administration of a parents association ?

Usually the management of parents associations is done by the parents. The voluntary persons dedicate a lot of their free time for the management of the association.

They have to handle the membership data carefully (data protection laws !) and manage the organization of courses and events, do the invoicing of the membership and any course fees.

Often there are various persons involved that do not have a central office or a central computer to store all data safely. That means they work with various electronic copies of the members list on USB sticks or via unencrypted emails.

The creation of the invoices for the servcies of the parents association is often a huge manual effort and data eventually even have to copied again manually into an accounting system.

Also the communication with the members is an important task and not everybody has or can handle tools for mass emails. Sending letters is even more effort and drives the administrative costs.

When the responsible persons change over the time in the board of the parents association, the data must be handed over and probabky errors happen in the numerous manual processes, which require again work to correct them.

The solution

We used the experience at our own parents association, where we have more than 1800 pupils and more than 1100 parents, to develop this webbased system. It is baes on the core modules of another professional ERP system and thus comes with a extremely modern and user friendly user interface, where you can:

  • start working right away without big training, as it is very user friendly and easy to handle (you can import your existing master data in a CSV format)
  • manage the data of the members and the children very comfortably and secure in a central database (this surely improves the way how you fulfill data protection laws !)
  • manage data per schoolyear, in order to e.g. invoice services from the current schoolyear and at the same time prepare courses and registrations for the next schoolyear
  • create quickly CSV files of the data for individual tasks that you have to fulfill
  • create quickly any services or courses and assign the registered parents or children easily by drag & drop
  • invoice membership fees or course fees by pushing a button and start an invoicing run and manually adapt invoiceitems when necessary before exporting it into your accounting system
  • communicate via email with one, some or all members of your parents association on the fly
  • send automatically predesigned emails e.g. to give confirmation or inform about rejection to course participants
  • include many different third parties into the system when necessary with different roles & rights by a very flexible roles & rights system via "Access Control Lists" and user groups

Screenshots

Child_en_small
Parents_en_small
Course_en_small
Invoicing_en_small
Invoiceitem_en_small
Navigation_en_small
Settings_en_small
Sort_group_filter_en_small

Features planned for the next release

Following the feature requests of our clients we will develop the following fetaures in the next release:

  • a control list of all items pending to invoice
  • a new module for the creation of anonymous electronic surveys which the parents can fill out via the internet
  • a self service functionality for parents, so that they can change their data or data of their children and register them for courses or other services

(::Title::)

(::Pubdate::)  (::Title::)
  (::Description::)

Security

Data security:

  • A backup of the server is made on a regular base.
  • Every night a backup copy of the database is created.

Data transfer

  • The data transfer between browser and server is encrypted with AES-256

Passwords

  • The user passwords are stored in an encrypted way in the database, so not even a database adminstrator can read the passwords.

Sending emails

  • When sending emails to many receivers, every receiver gets "his own email", that means no receiver sees email addresses of other receivers.

A modern technology

  • Server technology: Ruby on Rails (see also rubyonrails.org)
  • Modern, user friendly front end GUI technology: Ext-JS(see also www.extjs.com)
  • Multi language & multi timezone
  • Multi channel architecture (includes support for mobile devices)
  • Purely webbased RESTful WOA
  • Client-Capability (many customers can work in parallel on the same system)
  • Finegrained roles & rights concept (Access Control Lists for functional rights and object rights)
  • Flexible and powerful user handling with usergroups and e.g. holiday replacement
  • Scalable 3 tier architecture (Database-Server, Application-Server, Web-Server)
  • Easy & quick deployment possible by virtualized server environment
  • Support for all main browsers:
    • Internet Explorer 7+
    • FireFox 1.5+ (PC, Mac)
    • Safari 3+
    • Opera 9+ (PC, Mac)
    • Google Chrome

Demo access

Under the following link you get access to our demo client, where you can see test data and test the functionality:

URL: http://www.extrails.com/demo/login/en

User: demo_en

Password: demo123

Our contact data

Are you interested in testing the software ?

Please contact us or send us an email:

EV-Manager

Rudolf Römisch

Tel: +49-89-95411608