Hillside School Require Document - Case Study Example

Even with the after care system, fees that pupils pay in the drop-in basis vary depending on the length of time a student will stay and the level of stage a student is. For instance for preschoolers, time blocks exists from noon to 1:30 p.m., noon to 3:30 p.m. and noon to5:30 p.m. For kindergarten students, time blocks exist from 1:30 to 3:30 p.m. and 1:30 for 5:30 p.m. For primary school students, the time is from 3:30–5:30 p.m. Even more complications exist in the sense that for pre-registered students not registered for the entire afternoon, the 1:30 to 3:30 p.m. blocks and 3:30 to 5:30 p.m. blocks can be utilized on a drop-in basis.

The payment and for that matter billing system does not end with the above discussion. With the payment system, there are different payment options whereby parents who pay the entire amount by August 1 prior to the start of the school year enjoy a 5 percent discount on the total fee. Parents who pay over a 10-month period, starting July 1 prior to the start of the school year do not enjoy such discount. Discount also exists for parents who have more than one child enrolled at Hillside School.

Because the payment system is generally cumbersome, the billing system is also very cumbersome and complicated. Presently, monthly bills for fees and “drop-in” care are due on the first of the month, and are distributed to parents one week prior to their being due. Parents with more than one child receive separate bills. The billing is done by the vice principal who is Susan. Susan does the billing using Microsoft Excel whereby she sets up a new workbook for each academic year. Within the workbook, she creates monthly worksheets to contain payment records.

The Excel worksheet contains one line per student and looks somewhat like the diagram below. Manual entry is made for each student as and when payment is done. The entry for each student is updated twice each month, once to prepare the bills and once to record payment.