558624 PHP tutor management software - upgrades required

In Progress Posted Mar 26, 2012 Paid on delivery
In Progress Paid on delivery

A brief review:

•This will hopefully carry over to someone we can pay a maintenance fee to have them maintain the system long term, or pay for tasks as we need things done to the software.

•We are looking for a long term, reliable work relationship.

•We are a tutoring company, this software tracks our company operations.

o It allows students and tutors to register

o Tutors to be assigned to students

o Tutors to log their hours so we can run payroll and invoice students

o Students can pre purchase discounted hours and pay their invoices online

o And our homework division which runs under a different name can also be tracked, as we manually input assignments and they go to payroll for the tutors.

THE SOFTWARE IS ALREADY COMPLETED.

We need some things fixed and added to what already exists, most are minor tweaks and changes, and a few new features.

Software Improvements NEeded:

• When invoices are sent via email they must list all the details in simple text form (date/duration of sessions, total $ etc), just like the online version they see when they login, but viewable in email.

• People who have PRE PURCHASED a package should not get an invoice via email, they should get an account update, which lists their session dates, durations and updates their hours left on their account

o CURRENTLY clients who have pre purchased a package still get an invoice when we process all hours and invoice all students for each month. In the email invoice process they are treated like a post paid students even though they have bought a package and it should be differentiated and they should be getting an account update instead. Clients who have pre purchased a package are VERY confused to be billed again for hours they already bought ahead of time.

• Global search means global search if I type “Monica” or “monica” it searches just the same, not whether letters are big or small and it searches ALL fields in an entry, not just the email, or just the name or just one specific field, or if I put a big letter but the person put a small letter there is no match… it always comes up. Currently if it is NOT an EXACT match, it doesn't retrieve info.

• Be able to SEARCH fields for homework assignments posted.

o I want to be able to search assignment number, student name who bought assignment, tutors who have been given assignments, amount $ received or paid to tutor. I want to be able to search all fields in the assignment section for all posted assignments

o I want to be able to sort assignments backwards and forwards for any of the info on any of the columns

o I want to be able to search assignments posted within a specific date range

o Sort homework assignments by invoice numbers, I want to be able to sort in numerical order by assignment number, right now the assignment numbers are scattered.

• Search all tutors by name or email and have all the work they have done listed

o Choose to display only tutoring hours/students

o Choose to display all homework assignments they have completed

o Choose to display all work done for the company together.

o Be able to sort that work by dates and invoices numbers

• When you view a students profile be able to see a listing of all the invoices posted to them, and have admin manually be able to adjust, edit or make changes to those invoices.

• When you view a tutors profile also see a listing for all their payroll records posted to them by month, easy to select month and view their payroll records for that month. What they got paid, what it was for, edit pay records etc, all details.

• Be able to easily print invoices when you view them (both when students view them, and admin views them). Have a print view option to print straight from there.

• When clicking on PAYMENTS – be able to select to view both invoices and tutor paycheques by month, not all at once jumbled in a huge list.

o Right now when completing payroll each month we have to sort through the old ones to find the ones that have to be paid this month.

o We need a quicker way to view all the open payroll records at once, and mark them paid etc, instead of having to click into each one manually, too much time is wasted coming in and out of these profiles to edit them and set them as paid.

o Have a report generated when payroll is completed that can be exported into EXCEL and lists: tutor name, mailing address, month date for payroll and amount, so it can be quickly merged and put together to print everything up automatically instead of having to click into each one separately and write out the paycheques and envelopes by hand.

• Have another options that views ONLY unpaid invoices. We need to be able to quickly pinpoint who hasn't paid and send them out reminders.

• All Tutors received a 10% raise per student when they reach certain amount of sessions with THAT given student, so the wage has to re-calculate automatically for each student they work with

Tutors in all provinces and states (except the province of Alberta) will received a 10% pay raise for a given student after completing the 4th, 8th and 12th sessions with that particular student, up to a maximum of three (3) raises per student.

Example: If you are tutoring Billy and the posting indicated $18/hour, your pay for Billy will go up to $19.80 starting in session 5, it will go up to $21.78 starting in session #9 and it will go up again to $23.95 starting in session #13. This can be over the course of several months to get to these milestones.

Alberta tutors will receive a 10% raise for a given student after completing 8 sessions with a student, up to a maximum of one (1) raise per student.

o This feature is currently done improperly. The developer made a mistake in interpreting previous instructions and instead of making it so the tutors sessions with a student add up from one month to the next, the developer only took into account each individual month, and each new months the count starts at zero again with a student. Raises are done on CUMULATIVE sessions with a student over the course of the entire school year.

• Tutors should NOT be able to see student name for homework assignments posted to them.

• Tutors SHOULD be able to see the assignment number (ex: A1457) for each homework assignment record that is posted to them.

• Tutors should be able to see a listing of all their payment records (currently there) and be able to have a “print record” option (no print option right now)

• When entering expenses, if I select enter MULTIPLE I can only select one date for all of them…. Perhaps give the ability to select a date next to each item, because it is convenient to enter a bunch at once, but they are not all from the same date.

• Manually be able to enter “other income” each month in case there was something that came in not from tutoring or homework assignments. Perhaps something with the same format as monthly expenses where we can add a box and manually enter an item each month.

• This system is active since sept 2011. We need to manually enter revenues (tutoring and homework) and expenses retroactively, manually for the time periods before sept 2011.

• When in VIEW MONTHLY STATISTICS it shows a table where each month is a ROW and it displays data for that month. I would like to see the following data:

o Tutoring revenue for month

o Homework assignments revenue for month

o Other Revenue for month

o Add all 3 to give TOTAL revenue for the month

o Total payroll for month

o Total expenses for month (not counting payroll)

o Calculate all the above to give TOTAL PROFIT for month

o Active tutors

o Active students

• Add an email notification.

o Whenever a tutor is assigned to a student an email is sent to the student email address on file that will notify them they have been assigned and will be contacted by the tutor soon to schedule a session, exact text will be supplied.

o Whenever a tutor is assigned to a student email the tutor notifying them they have been assigned and to login and see details, email template also supplied.

CMS Odd Jobs PHP Software Architecture

Project ID: #2304578

About the project

Remote project Active Jul 11, 2012