This module maintains both general and subsidiary ledgers.
• Makes journal entries for budget items & adjustments cash
receipts & disbursements general journal transactions.
• Automatically posts all journal entries to the relevant
subsidiary ledgers and General Ledger accounts.
• Monitors and maintains budget information.
• Traces and prints transactions for audits.
• Reconciles bank statements against cash accounts.
• Allows any account number format in up to 31 characters.
• Prints Bank Reconciliation Statements.
• Consolidates and prints checks for all modules.
• Prints standard financial reports:
Statement of Financial Position
Statement of Payments & Receipts
Trial Balance.
2) Purchasing:
The Purchasing module generates and prints purchase orders
to facilitate better management of the Accounts Payable
function.
• Makes journal entries to encumber funds committed for
expenditure and recognizes expenditure when goods arrive.
• Maintains spending limits for all users, as defined by the
security system.
• Consolidates Purchase Requisitions to print purchase orders
by vendor.
• Displays the current balance and spending of any
expenditure account at any time.
• Displays and/or prints any journal entries in the Audit Trail.
• Prints checks through the General Ledger module.
3) Accounts Receivable:
The Accounts Receivable module maintains information on all
your debtors - parents and guardians of your students - as
well as other debtors you may wish to bill for the use of
school facilities.
• Integrates all the features of an Accounts Receivable
subsystem.
• Makes journal entries recognizing earning of revenue and
receipt of payment.
• Calculates fees and charges.
• Subtracts any discounts that may apply to any transaction.
• Calculates discounts associated with scholarships, hardships,
enrollment of siblings, etc.
• Prints invoices and statements to debtors.
• Maintains records of every tuition bill until payment is
complete.
Phase 2 - December 1990:
1) Budget Development:
The Budget Development module provides you with the
power of a spreadsheet/database interface to assist you in
constructing your annual school budget.
• Loads amounts in the appropriate General Ledger accounts
for Budgeted Revenues and Expenditures.
• Has salary projection capabilities.
2) Personnel:
The Personnel module maintains all the data related to your
staff. It features:
• Personal information
• Academic credentialling
• Employment history.
• Salary scales and entitlements.
• Holiday and leave information.
• Relief teacher information.
You can design your own reports to meet your particular
information requirements.
3) Cash Management (Bonds, cash on deposit etc):
The Cash Management module allows you to use the data
available from the General Ledger module to perform “What
if...” analyses.
Modeling your financial information and monitoring any cash
flows will enable you to make optimal use of available school
finances and permits optimization of short and long term
investments.
4) Asset Register:
The Asset Register module contains detailed information on
all of the school’s equipment and other assets. It updates its
inventory when goods are acquired via the Purchasing
module. An accurate inventory of assets is valuable for
insurance purposes in the event of damage or loss.
5) Activity Accounting:
The Activity Accounting module manages income from
fund raising activities generated by student councils, athletic
teams, yearbook committees, school fairs as well as
scholarships and grants.
• Automatically posts all journal entries to the relevant
accounts.
• Produces financial reports for each student activity
• Allows disbursements of income from fund raising activities
for purchase of equipment and merchandise (if permitted).
Mac School Fund Accounting data is easily exported in ASCII format to any third party payroll system. System will be available in single and multi-user versions. The modules will be available for single schools as well as complete districts. The hardware configuration required for District version is not yet finalized, but assume an SE/30 AppleShare file server with SE20 or similar work stations. Dependent on size of installation, EtherNet may be required.
Please contact Chancery Software or your local dealer for more details.
2) DISTRICT MODULE:
Mac School brings the power, performance and data capacity of a minicomputer to the user-friendly environment of Apple Macintosh® for school districts of all sizes. The Mac School Student Information System features school-based modules including Student Demographics, Discipline, Scheduling, Attendance, Grade Books, Report Cards, Health, and Guidance. They are available in single or multi-user versions and may be used separately or as a complete solution. The Mac School District Student Management system compiles individual schools’ data into a district database to administer student records and allow the district office to compile and report school and district statistics.
Each school on the district system functions independently and keeps a transaction file of changes to its data. The district establishes a communication schedule to automatically connect to each school, retrieve its transaction file and transmit any data for that school.
The district office thus maintains school data on the district server. District workstations access all schools’ student, teacher, course and school information, including the master timetable. From district workstations, students and their complete records can easily be transferred from one school to another. Most importantly, the district can compile and compare statistics for each school and produce district-wide statistics and reports, including district-level state attendance reports.
The system automatically communicates schedule, attendance, and mark information between schools for students attending classes at multiple school sites. Schools enrolling new students can query the district database to see if the student is enrolled, and import either the student’s record or a unique district student number.
Features:
• The district can define district-wide custom codes, including
attendance and status codes, lists, including departments and
programs, user-definable fields and flags, and other basic
information. These definitions can be sent to the schools
with full edit, add only, or view only access to them from the
school.
• Schools save data entry time by importing basic school data
and any student, teacher or course data already entered at
another school.
• Unique student numbers are maintained district-wide.
• Schools can search for previous registrations by student
number, first name, birthdate, gender and/or phone number,
in addition to last name.
• Student demographics, schedules, attendance totals and term
marks are all available at the district office.
• Students, teachers and courses can be displayed by school or
in one district-wide list.
• Reports can be user-defined, to meet districts’ varied needs
for comprehensive and flexible reporting.
• User-defined reports can be placed in a menu for instant
access.
• Transactions are transferred to the district database
automatically at user-specified times, typically at night.
• Transaction files can also be used by micro and mainframe
computers.
• The date, time and author of all transactions at the school
and district levels are recorded.
Hardware Specifications:
• The district server must be the fastest Macintosh available
from Apple with a minimum of 8 MB. of RAM and either a
160 MB. hard drive or a VAX‚Ñ¢ running AlisaTalk‚Ñ¢ or similar
software. The Macintosh server is dedicated to District
Student Management.
• District workstations can be, at minimum, a Mac Plus and
must use System 6.0 or higher.
• Network hardware at the district office should be TokenTalk™
or EtherTalk™. PhoneNET® or LocalTalk™ could be used by
very small districts.
• School and district sites can be connected on a dial-up basis
via modems and R-Servers‚Ñ¢ or similar hardware. A direct
connect network may be preferable for large schools or large
numbers of schools.
Performance:
Speed of operation is vital. Rather than accept traditional PC network limitations, District Student Management includes its own data server software. Data processing occurs on the server, rather than workstations. Thus, the only traffic over the network is workstations’ requests and the server’s results, and this minimal network traffic ensures good performance.
Most PC local area networks like TOPS® or AppleShare® use file servers. Processing is done at each workstation, so the traffic over the network is workstations’ requests and large volumes of raw data from the server. The performance of networks based on file servers decreases as the volume of data being handled increases. District Student Management’s data server software takes advantage of the power of Apple’s best Macintosh computers to bring large volumes of data to your fingertips.
System Security:
Mac School District Student Management protects your data against misuse with a multi-level password system. The system administrator defines user passwords to control users’ view, edit, add, and/or delete access to any function of the district module.
Documentation:
In addition to complete district-level and school-level user’s guides, screen-sensitive help within the software describes each screen’s use and data fields.
Pricing:
Mac School District Student Management is priced according to the number of schools using the Mac School Student Information System and connecting with District Student Management. More schools can be added at any time. Contact Chancery Software or your local dealer for more details.
Training and Support:
Chancery offers training both on-site and in our corporate offices in Vancouver. Individual site and district-wide 800 number technical support and upgrade programs are available.
Demonstrations:
Contact Chancery Software or your Mac School Dealer to arrange a local product seminar.
3) HEALTH RECORDS:
Health records maintains immunization and medical history on your student body. Flexible reporting capabilities make it a quick and easy task to identify students who may have an epileptic seizure or students who are exempt from a particular immunization. Available September 90.
4) GUIDANCE MODULE:
The Mac School Guidance module is the perfect solution for the school counselor. It tracks each student’s standardized test scores, keeping a history of all scores over the years, as well as tracking school graduation requirements. Initial release September 90. Prescriptive features will be added in a future release.
5) SOME OF THE MAC SCHOOL GENERAL ENHANCEMENTS:
All of the following are planned for 90 release. (Some of these items are already added in release 2.5 upgrade.)
• Query module.
• Query module tied to the report manager. This will provide
speedier reporting.
• Transaction files option for ASCII transfer. Teacher and
course import / export added to ASCII. Export of student
timetables added to ASCII.
• Lots of ‘State Attendance’ reports added.
• More powerful report manager with one extra detail level
and ability to define user defined formula totals.
• General upgrades to Report Cards, Scheduling, and GS Marks.
• Students will be able to view the card catalog on a GS over
the network.
• Significant increase in speed of launch times in some
