.......Workshop Management System (WMS)

Workshop Management System manages everything associated with workshops and training: registration, class rosters, certificates, name badges, labels, confirmation letters, the advertising brochure, and faculty transcript records. Totally button driven!

WMS is implemented in two ways:

• web-based so that participants are empowered to handle their own registrations, adds, drops, and transcripts as well as checking an on-line catalog.
• network-based so that staff development staff can manage the workshop program

On-line WMS empowers faculty and staff to manage their own professional development. The system is PIN protected. On the web, users can:

• search the on-line catalog by word, date, topic, etc.
• register for workshops
• get immediate confirmation of registration on-line and by email
• get immediate notification of a full workshop so a different selection can be made
• get and review an on-line and printable list at any time of all workshops for which they are registered with date, etc.
• drop workshops on-line at any time
• view and print transcripts of workshops attended
• access on-line help manual

As an on-line system, staff time and expenses are tremendously reduced. Office staff no longer have to accept printed registration, print transcripts, take phone calls from participants with questions about space available, registrations, times, locations, etc. and drop workshops for participants. Participants get immediate feedback, search in ways that aren't possible in hardcopy brochures, and can make alternate choices as needed. On-line WMS provides access twenty-four hours a day so that users can access when convenient for them.

WMS has been used across the United States to maintain staff development data for years. Customized versions of WMS have been used by professional organizations to maintain large membership records and register members for conferences of over 4,000 participants. Software Solutions Pro will customize WMS to suit your needs.

Workshop Management System is a comprehensive and flexible management system for keeping track of workshop participants, credit they receive, correspondence, certificates, transcripts, etc. Participant data, registrations, and data about each workshop are maintained. An icon file related to topics is included. The system is based on the time-efficient idea of entering data only once, but using it in a multitude of ways in a variety of places.

While WMS as a web-based solutions eliminates the need for for some of the following, you can still, at the click of a button, print:

• confirmation letters
• status reports
• summary reports
• envelopes and/or labels
• sign-in sheets for workshops
• name badges
• certificates
• transcripts

You can send email messages to participants for changes in location, for example, and for follow-up. WMS maintains a current list of who is registered and allows you to decide who is registered based on the maximum and the current number enrolled. You can maintain correlation data and curriculum cross-reference information related to workshops. All of the information is searchable by word or phrase.

In order for all staff with the appropriate password to have access to shared data, WMS is set up to allow file sharing on a network. WMS can also be used on a single computer.

The WMS includes the following files:

Participant File - the personnel file. The Participant file maintains data on faculty and staff such as address, campus, identification number, etc. As participants are registered in workshops, data from the Participant file is used to produce addresses for confirmation letters and other reports.

Workshop File - the "catalog" of workshop offerings. The Workshop file maintains data on all the workshops/sessions that you are offering such as: date, time, presenter, sponsor, maximum enrollment allowed, minimum, topic area, location. The Workshop file produces the catalog/brochure for you to use in advertising the workshops.

Registration File - the heart and workhorse of WMS. The Registration file pulls all the information together from the other files to schedule participants and complete the management of the associated data. This file produces most of the reports and forms: sign-in sheets, status reports of how the workshops are filling up, reports of who is registered and who is on the waiting list, labels, confirmation letters, certificates of attendance, official staff development transcripts, etc.

Icon File - the graphics file. The Icon file has graphic representations for each topic area associated with workshops. There are many graphic icons included with WMS, but additional icons can be added. The icons help participants locate workshops in their area of interest as well as "dressing up" the brochure and certificates.

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