Background

From the experience gathered throughout the years by professionals at Lever Consulting, Beta Lyrae and Lever Consulting offered Colegio Mayor Belagua in 2005 building an application to store and manage full information about its residents, including personal, academic, billing and payment data, as well as managing their own offer of courses (including pupil registration, billing, sessions and classrooms, and pupil evaluation).

Accounts originated by billing and payment events are automatically sent over to a legacy accounts application used by Colegio Mayor Belagua.

Students who wish to apply for residence at the Hall can do it via the Hall of Residence website, using a Trivium module. During this process, trivium gathers all the relevant data of the applicant, automatically generates the necessary communications with him (e-mails with attached pdf printable letters), and finally, if the Hall approves the application, the applicant becomes a resident of the Hall.

Main functionalities are:

• Resident data management
• New residents application process through the Internet
• Contract renewal of current residents.
• Billing and accounts management.
• Courses organised at the Hall.
• Automated communications with the residents and their families.

The system

Trivium, as the application was finally called, is an application for the complete management of a University Residence Hall.

It is a web application granting access to different users depending on their profiles. This way, users working at the Hall offices have access to all the information stored, while other profiles will have access only to the areas related to them (e.g.: new resident application supervisors, have access to the applications data and evaluation processes).

New resident applications via internet lets any student wishing to live in Belagua apply online, entering their data on Trivium Applications module. The Hall, reviewing data directly on Trivium, will assess the application and decide on its acceptance or not. Throughout all the process, communications are sent automatically to the applicant via e-mail, with attached PDF documents in which instructions and Hall decisions are formally notified.

The Courses module manages all the courses organised by the Residence Hall, managing applications to attend, session organisation, control of actual attendances, documentation generation etc.

Trivium is offered on a pay-per-use basis, so that any Residence Hall may sign up for the use of Trivium for a whole term, with the cost depending on the number of residents entered on the system.

Technical specifications

Trivium is a web application built on the Java Enterprise platform, supporting a high number of concurrent users, and managing highly populated databases.

Automatic generation of PDF and Microsoft Excel documents is supported, as well as sending e-mail messages. Syrius Business Process Management (SBPM), created by Beta Lyrae, is used for the Application and Renewal modules.

References

Colegio Mayor Belagua: http://www.cmbelagua.com/

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