KEY WorkFlows The workflows describe how the user will interact with PEMS. Workflows integrate functions from multiple modules. New Client On Ramp CRM Enter lead into CRM, assign a unique client ID CRM Sign Contract and invoice Word Press Stand up Word Press Site Word Press Customize Website content with provided graphics. Word Press Customize forms that go into SIS so they all carry the Unique Client ID Word Press Client enters proctor information on their website using the provided from - goes into SIS (like student enrollment form). SIS Proctor information information goes into the 'proctor' table as unapproved Moodle Once approved, proctor account is created in Moodle Word Press Client enters location information on their website using the provided form - SIS Home room location form is entered into homeroom table as 'unapproved' Word Press Once approved, then the location is available on the Word Press Site as an enrollment location option. New Student Intake Intake Steps Intake represents all the steps required to get a student assigned  their first courses in Moodle.  In PEMS, the HOMEROOM Module is primary used to complete this workflow. However, communication like sending signed contracts to parents and invoicing clients is completed in the CRM module.  The PEMS SIS does not provide any capability to store or send (pdf) documents to and from parents or schools. The CRM is used for this function. The trigger to start the intake process is a parent submitting an enrollment form (gravity form) on the Word Press site.  The completion of the process is the assignment of courses in Moodle. Part A - Parent Submits Form and is Accepted/Rejected into the SIS Part A is triggered when a parent signs up for an account on a client(facility) Word Press website.  The submitted enrollment form is reviewed and updated then accepted or rejected. Part A ends with the parent being prompted to pay tuition to the client (facility). Sequence Application Module Description TEST PLAN Known Issues 1 Word Press USER Parent makes Account on enrollment website, verified by email Sign up for new account, check email received, verify account, check its verified in WP Email for new site not configured 2 Word Press gravity forms USER Parent logs in and completes form on Word Press Site to enroll student Complete gravity form 3 Word Press gravity forms USER Parent signs all legal forms to submit the forms, for both the enrollment client and Studia Nova 4 SIS HOMEROOM INTEGRATION - Form is entered into applicants table in the SIS Check form in SIS 5 SIS HOMEROOM USER  reviews the form on the dashboard - clicking the form opens the "applicant record" 5.1 asterix USER  to validate all information received in form by calling parent (make mobile phone required) 5.2 SIS HOMEROOM USER  selects correct previous school (other school) in the SIS record.  (WP does not have select menu, user types in previous school) 5.3 SIS & CRM HOMEROOM& CRM Accounts USER  - If other school is not in SIS table, user enters new record and then selects the correct school in the SIS record before accepting the student. See Suite CRM Integration. 5.4 SIS HOMEROOM USER  selects the correct Homeroom from menu (the parent selects location in the WP gravity form, but the location name in WP may not be exact same as homeroom name, therefore allow the user to select correct name) 6 SIS HOMEROOM USER - Accept / reject the Student Check WP status is approved or disapproved. 7 SIS STUDENT AUTOMATION - create the student record in SIS from the applicant record. 8 SIS STUDENT AUTOMATION - create all the student term records needed for the student until the end of their current grade span. 3. Create Student Term Records 9 Word Press INTEGRATION - Parent is notified student is accepted, status is changed in the Parent's WP account. 10 Word Press PayPal integration USER Parent is able to pay with paypal the client (facility account). Part B - Gather Required Documents from Parents or Other Schools - Mainly CRM functions Trigger - a new opportunity record is made in Suite when the student is accepted in the SIS. This function alerts the CRM user to start getting the required documentation from parents and schools to support the enrollment. Suite is also used to send invoices to the client(facility), ensuring that every students is billed for.  Part B ends with a status change to the student record that allows the student to be provided log-ins to Moodle. Sequence Application Module Description TEST PLAN Known Issues 1 CRM INTEGRATION - When the student is accepted, Suite CRM records are created. The parent is a contact record the student is an opportunity .  See Suite CRM Integration. 2 CRM add $$ sig module to SUITE (no dev required) USER sends Parent an e-sign document to dis enroll student from previous school and enroll in Studia Nova  (contract pdf template in Suite) 3 CRM (no dev required) USER Once above document is signed, an invoice is sent to the client (facility account) for the new student, and/or notification based on billing terms. 4 CRM (no dev required) After the parent esigns the document request, the pdf is emailed to the other school to request transcripts. 5 SIS STUDENT USER (or future INTEGRATION) updates the student record as active. 6 SIS HOMEROOM USER creates student logins 7 Word Press INTEGRATION - Update word press site with student logins so that they may be provided to the proctor who provides them to the student. Also make the logins known to the parent account in the wordpress site. 8 SIS AUTOMATION - Auto-assign the first course that provides students directions on how to use Moodle, and have them complete their initial assessment. PART C - Assessment and Course Assignment Part C intakes the student's initial academic assessment scores and allows the admin user to select the correct program of study based on the student's assessment scores. Sequence Application Module Description TEST PLAN Known Issues 1 Moodle or other??? Students use the Edwiser  in Moodle from to self-enter their scores from IXL. Use the Edwiser activity. Or there may be another way to do this. Make the proctor do this?? 2 SIS USER - Admin reviews assessment data,  makes determination on which program to assign. 3 SIS AUTOMATION - Based on the assigned program, SIS automatically creates the student's enrollments. 4 SIS INTEGRATION - After review of enrollments, the admin triggers the enrollments in courses in Moodle Student Intake UI PART A - Applicant record to Student Record PART B & C -  Enroll Student in Courses PART C VIEW P - Assign program: Show: Student Name, grade level, first student term name Assessment data history: Select: Program of Study  [      programs menue     ] based on the selected program, list template records below: term 1 - grade x term x button template 1 enroll> create enrollment record based on template delete/edit template 2 enroll> template 3.. enroll> term 2 grade x term x student term 1 template 1 enroll> template 2 enroll> template 3.. enroll> term 2 grade x term x student term 2 template 1 enroll> template 2 enroll> template 3.. enroll> SAVE PROGRAM When the user changes the program, change the list on the left side. If the user makes enrollment records, then changes the program, always show all enrollment records made on the left side Allow the  user to delete/edit the enrollment record. PART B View M - Moodle Enrollment UI - per Student View User can click each M button to enroll the student in the courses in Moodle, or the user can enroll on in a batch process. PART B View M - Moodle Enrollment UI - All Students View Show same as above but all student enrollments for current term T - Enter Transcript -TBD Advancement Adjust Program of Study Student Close Out