Most of our Education clients are trying to solve two use cases. The first is ensuring Student usage is charged to the end user. The second is accounting for Staff usage against a department or fund code. Whilst there is always a few exceptions or variants to this rule, it’s a sound place for EEMS’ technicians to start the conversations with new clients to benefit from the experience of our previous installations.

Students

Be it University, TAFE, High School, Primary School, Training Provider or other, the cost of Student usage of devices needs to be recovered from the individual Students. This ensures wastage is kept to a minimum, and the costs charged to the school for the devices can be fairly recovered from the Students.

EEMS approaches Education installations understanding that Students by nature will try to find a way around systems. We are experienced in defending against this. Limiting access to resources where users don’t have funds is the priority, supported by presenting Students with the cost of transactions for acceptance to limit complaints about overcharging.

EEMS also promotes a number of ways for Students to keep their accounts in credit. Options include

  • Online payment methods
  • Cash accepting Kiosks
  • EFTPOS options for Kiosks
  • Over the counter cash acceptance
  • Scheduled application of course credits

Bring Your Own Devices (BYOD)

Students bringing their own devices is becoming more common in Education. Phones, iPads, Netbooks, temporary (borrowed) devices and the like can be joined ad-hoc to wireless network, and printing should be supported.

EEMS’ ability to help a site achieve this is part application, part infrastructure and part experience. Infrastructure can be required to provide the printing service, whilst the application space needs to ensure the print jobs are claimed by, and charged to the correct user. It’s EEMS’ experience in a number of these implementations that will help a site through this change efficiently.

Staff

Staff are the more complex case to solve, as we appreciate the fact that Staff usage can vary from ‘open access’ to devices, to a requirement for control over the expenditure of Staff per day, week, semester or other time range. Some Staff may work in a single department, course or faculty. Some Staff will work in many. Staff usage may need to be charged at a different rate to Student’s also.

Understand these variables, EEMS approaches each installation looking to understand how the institution wishes to control the Staff, and can speak about other implementations that may follow a similar  model of control. The goal is we implement our solution to meet these needs from day one.

Reporting and/or integration into Financial Packages are typical for Education sites as well.

Reporting

Where Staff are charging to a department, course of faculty, we look to provide information in summary format to a Business Manager to oversee the usage of all budgets. We aim to compliment this with a report to a department, course or faculty head that outlines in more detail the usage of their code, and the impact of individual Staff on that final bill.

Interfacing Financial Packages

This task typically extends reporting to provide a summary in an agreed format to a Financial Package (think Oracle Financials, Synergetic, etc) to streamline the workflow of a Business Manager. The reverse process is often beneficial where EEMS configures solutions programmatically to reflect the approved department, course or faculty codes.

Keywords:•Cost Recovery •School •Education •TAFE •University •Copy Control •Print Control •Copy cards •Student •Staff