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Product Features

What can Enquiry Mate for Trainers do for your organisation?

Enquiry Mate for Trainers (EMT) is designed to help you manage all aspects of the marketing, sales, planning, administration and business functions of your organisation, and to integrate with your other systems. This will enable you to:

Accounting functions not mentioned above such as taxation, general ledger, accounts payable, payroll, etc

Automatic payment processing

On-Line learning management

EMT is server-based software and not web-based. With some 3rd party IT support, you can cost-effectively and securely implement remote access to the system using the built-in Terminal Services and Remote Desktop features of Microsoft Windows operating systems.

Does EMT handle overseas students?

EMT provides features specifically designed to help providers comply with the requirements of the ESOS act. EMT can track, report and raise actions automatically based on hours recorded absent, or based on number of days or part-days absent.

Address fields are not limited to Australian values. For instance, while EMT will automatically list Australian suburbs and fill in post codes, you can still enter overseas suburbs/towns, state/provinces, non-numeric post codes and country. You can record passport and visa details, emergency contact details, formal name (for use on certificates), and reference documents. You can also manage overseas sales agents and their commissions, and health cover policies.

What types of training are supported?

We recognise that Australian training organisations deliver courses in a wide variety of ways for many types of customer. They service all industries and are subject to a range of federal and state regulations.

EMT provides support for administering:

Scheduled classroom training

Customised & group courses

On-line & distance education

Apprenticeships & traineeships

Long & short courses

Expiring certifications

Non-accredited training

Can we customise our certificates?

Yes. EMT uses a fully featured and flexible graphical editor to design form letters and certificate document layouts in HTML - the language of the web. You have complete control of the layout of Certificates, Transcripts, Statements of Attainment, Expiring certifications, Certificates of Attendance, Form letters, Information packs & Feedback sheets.

Can it manage expiring certifications?

EMT supports certifications which must be renewed periodically such as first aid certificates, machine operator licences, safety inductions, trainer & assessor certifications, etc. Renewal reminders can be a very productive marketing stream. EMT can record details of both internally issued and external certifications and certifications which do not expire. Examples include first aid certificates, industry safety inductions, industry licenses, site inductions, background checks, external qualifications, and even membership records.

Is it AVETMISS compliant?

Enquiry Mate for Trainers is AVETMISS compliant software, but this is not as simple an answer as it should be...

EMT can produce AVETMISS files to the national standard (AVETMISS release 6.0), as well as all published (and some unpublished) state-based variations. It also supports validation and selection logic required for certain funding schemes and funding bodies which are not entirely consistent with the AVETMISS standard. The implementation of AVETMISS release 6.1 varies by state and is being implemented as state systems are updated.

We find that once the system is configured and procedures are established which comply with the requirements of a funding scheme, the process runs smoothly. Because this is a highly changable area, we support you through the data submission process at no extra cost.

We have provided feedback to NCVER on the proposed revision of AVETMISS (release 7.0) and will make adjustments to support the updated standard when it is released. The changes proposed are substantial and the final implementation is not expected to begin until late 2013.

Is it compliant with RTO requirements?

Most requirements of the SNRs are already supported by the system features once appropriate procedures are in place. We have designed the system to make compliance a bi-product of running an effective and profitable training organisation - not an extra cost. We are constantly monitoring and reviewing the development of new standards and reporting requirements, and developing features to support compliance.

Is it Quality Indicators compliant?

EMT can produce Quality Indicator 3 (Completion Rates) files for uploading to the CCOS web site.

EMT has the capability to invite, collect, analyse and act on feedback surveys. The quality indicator surveys are built-in, but you can also create and analyse your own surveys. EMT can produce the Quality Indicators 1 & 2 (student & employer feedback) annual summary report directly for emailing to NCVER (avoiding the need to use the "SMART" system entirely).

Is it RAPT compliant?

Yes. The RAPT reporting system is used in Western Australia and we fully support this reporting format.

Is it CQR compliant?

The Client Qualifications Register are a series of reporting systems which have been implemented in WA and SA. We support the WA standard fully and we will develop the SA standard (which uses a very different file format) as/if required by clients. We expect that these systems will be replaced by the new Unique Student Identifier (USI) system in 2014. That system will include identical functionality to the existing state-based CQR systems but with a national scope.

Can it send bulk mail-outs?

EMT can generate mailing lists based on past customers and students, multiple customised lists, expiry of certifications, past sales enquiries, and several other criteria. The lists may be: emailed directly from the EMT system; printed for window-face mailing, printed as mailing labels; or exported to excel for mail-merging or importing into other systems.

EMT has specific features to avoid triggering anti-spam filter criteria, and to comply with Australian privacy laws and the ADMA Code of Conduct. Don't get black-listed when sending bulk email!

Can it interface with our web site?

EMT does not provide an on-line customer/student interface. It is designed for use by the sales, administration and management staff of the organisation to perform all day-to-day sales, record keeping and business processes.

We have, however, developed an interface which allows your web site to view the published schedule of courses offered, to collect enquiries and registrations, to collect student assessments and to upload competency results. This still requires you to build some functionality into your web site to achieve this. We can work with your web developers to achieve an integrated solution.

Can it interface with On-Line Learning Management Systems?

We currently offer a fully supported interface with JW Gecko, a fully featured OLMS system. We are happy to collaborate with developers of any On-Line Learning Management System to develop interfaces between those systems and EMT. 

Can I try it before I buy it?

Because EMT has so much functionality and flexibility, we offer a free on-line demonstration of the product, which normally takes around 2 hours. We can sometimes offer a free on-site demonstration in the Sydney/Central Coast/Hunter regions of NSW, or if we happen to be visiting your region at a convenient time.

The on-line demonstration is conducted one-to-one using TeamViewer meeting software and a normal phone call. Following the demonstration, you will have a better idea of where to start evaluating the system and we send you details of how to download, configure and evaluate the system. We fully support the evaluation process, so you can evaluate our support services as well!

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