Reduce RTO Admin: 5 Killer Apps

One of our RTOs did a resource utilisation survey on all its programmes over a month and found that 60% of the cost of running a course is expended before the course is even run … and then there are the compliance costs after the event.

The enemy of business scalability is the growth in administration cost. Unless RTOs find a way to reduce the overall cost of administration, growth ceases to be worthwhile with the blowout of costs in HR and infrastructure. Smart RTOs use smart technology to do more with less or much more with what they have.

This month JWGecko profiles seven applications that will help to reduce your administration and increase profits.

1 Online Enrolment: There are two aspects of Online Enrolment;

• the client gets the information and books online when they want to and
• the client enrols themselves ie your admin team doesn’t!

And it works, we have many clients who have seen significant growth in the time they have been running with online bookings.

2 Confirmation Portal: If you ask your Admin team you will find they have many emails they send to clients that are almost the same; some include directions to a location, others about clothing or boots, then there is the terms and conditions, a receipt or invoice to an employer, perhaps the course material itself as well as statutory declarations about recognition of prior learning or parental consent – there maybe many of these emails and attachments. The Confirmation Portal makes sense of all this for you.

The Confirmation Portal allows you to create an email for each type of training course you do, and a version for each location as well. We help you create rules so that when a student books online you answer their questions before they ask, before your phones ring and before your email goes ‘bing’!

For students who pay online it is possible to automatically generate a receipt and send it as as a dynamic attachment to their confirmation email. If you allow invoicing then this to can be attached to the confirmation email along with any other documentation you require such as the Learners Handbook or learning material – even their personalised login and password to your LMS system or VETtrak Portal.

• Custom emails based on Programmes & Locations
• Dynamic Receipts
• Dynamic Invoices
• Location directions and Maps
• Learners Handbook
• Manuals and learning materials
• eLearning and Portal Logons

3 LLN Occurrences [Learning Literacy and Numeracy]

Many RTOs need to assess a student’s LNN standard before starting a course. This requires two enrolments – one in the course and another earlier for a LNN. We have built an add-on to the enrolment module that allows RTOs to book students into LNN or other non-VETtrak Occurrences within the enrolment process.

* In January 2011 JWGecko will release an Online LLN module

4 Assessment Module

Many training courses require the download of course materials, manuals and assessments, most also include the need to upload assessments. The new VO Assessment module allows the RTO to assign documents and assessments to a course and then to monitor the upload of the documents and then distribute them to markers. Markers can then review the assessments and mark them online.

5 Qualification Expiry notice

This app crosses the line between admin killer app and killer sales app. By targeting existing students whose qualification is about to expire with an email or SMS about upcoming courses you will reduce admin AND increase sales – ask us how!