Overview
If you are adopting Music Monitor, we will be in close discussion with you. But for those who are outside that discussion, or have found this article before making a decision to go ahead, here is an overview of what the process will be.
Setup
At the setup stage, we've already met with your music department and other key decision makers and established what your needs are and that Music Monitor can meet them.
Server and System
We will set up a server for your Music Monitor system. It will be located in Australia (usually Melbourne or Sydney) and will back up to an Australian location as well.
We will consult with your IT department to determine the technical setup, on questions such as:
What access you wish to allow or disallow to your system
What form of user authentication you wish to use
What method you wish to use for sending email
Based on your school setup, we will also apply some general settings.
Students
We will set the Data Source for your students in the following way:
Import: If you manage your student data in a separate SIS and it will be imported into Music Monitor with a Student ID already allocated.
Auto-Enter: If you manage your student data within Music Monitor, so when you create a new student record Music Monitor will need to auto-enter its Student ID.
Student Accounts
We will set the Student Accounts settings in the following way:
Student Accounts
NECOM: If you need Music Monitor to store Debtor records so you can manage some billing-related processes inside of Music Monitor
Other: If you will use Music Monitor only to calculate billing amounts, and then export from there to manage billing in another system
Invoices or Billing Statements
Note: This option is only visible if the setting above is set to "NECOM"
Invoice: If you wish to generate invoices within Music Monitor
Billing Statement: If you will export your billing lines to be invoiced from another system, but you wish to be able to send informational statements to customers from Music Monitor
Data
With the server in place, we will install your file and import student data. We may also import some other data if the amount is large - typically instruments and other resources.
There is other data to set up, but we generally recommend you set this up manually as a training exercise, unless the amount is prohibitive or the timeframe too tight. Records we usually recommend you create for yourself include:
Staff
Subjects
Ensembles
Current enrolments
Setup files such as fees, pay rates, etc.
If you wish to have historical enrolment data in your file, we can import those records.
Onboarding
In fact the setup stage is part of the onboarding process, but then we continue into user training.
Your implementation includes a new user training program of targeted sessions, including supporting you to set up the above data. These are followed by regular check-ins so you can ask the questions that will inevitably come up. We also include time in the package to work with you the first time you do some of the major processes such as billing or payroll calculations.