LERN Program Planner Tool. Instruction Manual

Transcription

1 LERN Program Planner Tool Instruction Manual

2 Introduction LERN s Program Planner Tool, a web-based software system, enables your organization to (1) analyze programming data and (2) run a variety of reports including LERN Key Formulas, Profitability, Programming Comparison, Repeat Class, and Planning. Access to the LERN Program Planner Tool is available free of charge to members of LERN. Data should be entered in a comma delimited file. Instructions regarding this type of file can be found under Using LERN Program Planner Tool. LPP generates its reports based on the field names listed below. It is to your organization s advantage, therefore, to populate as many of these fields as possible. Field Name Term Name Class Start Date Category Subcategory Course Name Class Name New Class ^ Students Class Receipts Run/Cancel Class Type Promotions Distributed Promotion Costs Instructor Costs Material Costs Other Costs Quality Rating * Example/Explanation Example: Fall, Winter, Spring, or Summer; or Human Resources Conference, Executive Leadership Institute Date the class begins; or date the event occurs Major area of programming; example: Business Example: Finance classes are a subcategory of Business Master title of offering Title provided in your catalog or website. Most likely the same as Course Name. Class or event offered for the first time Number of registrations Amount of money collected for class or event Yes Run; No Cancel Example: Face2Face, Online, Camp Total catalogs distributed for the term or event Total promotion cost per class or event Amount paid to teacher, instructor, or presenter Amount paid for materials by organization, not student Amount paid for miscellaneous items by organization, not student Rank assigned by students to the class or event It is important to note the distinction between a Course (i.e. Ballroom Dancing) and a Class (i.e., Ballroom Dancing on May 15). When LPP reports at the Course level, it calculates all Class Offerings. While a Subcategory is not required, it allows for more detailed analysis by LPP. ^ If your organization offers a class three times, it is only new once. * LERN suggests that your organization use a 1-5 Likert Scale on its evaluation forms. 2

3 1. When imputing your data, it is best - and easiest - to use the Field Names listed above. 2. Each class or (Ballroom Dancing, for instance) should occupy one line in your spreadsheet. Thus, if Ballroom Dancing is offered five times during a session (or year), it should be listed five times on the spreadsheet. 3. Normally it is most effective when processing information to use data gathered over one or more completed terms. LERN Program Planner Tool - Details The following reports can be generated: 1. LERN Key Formulas by Term or Total as well as by Class, Course, Subcategory, and Category 2. Cancellation Rates for New or Repeat Classes 3. Profitability by Term or Total as well as by Class, Course, Subcategory, and Category 4. Comparison of Number of Classes Run to Income Generated, Cancellation Rates, Average Participants, and Promotion to Registration Ratio 5. Repeat Classes and Courses are Star/Dog analyzed for Income, Operating Margin, Registrations, and Quality 6. Using data contained in the extract, LPP determines the number of classes to offer by Category and Subcategory. This determination (known as a Planning Report) allows your organization to reach its income goal. 3

4 Using LERN Program Planner Tool 1. LPP requires that you prepare your data, and save your file, as Comma Delimited. Example: A program name like Women, Weights, and Weight Loss is not allowed. To ensure that you do not have commas in your fields, open the file in Excel; select Edit; then, click Replace. In the Find What Field, enter a comma (,). Leave the Replace Field empty. When you have done so, click Replace All. Be sure to save the file after you have completed these changes. 2. Type the address listed below in your web-browser: When the site has loaded, enter your LERN Username and Password. You are now on the LERN Club page. On the left navigation bar, you will see Application/Tools. Click on Program Planner (LPP). You will be asked Are you a Lumens users? and you should click No. Note: If you are a Lumens user, you should contact Augusoft to get the LPP Instruction Manual for Lumens Users. 3. The following page will load: 4

5 Note: The List of required fields provides the following. Term Name: the term the class ran, for instance: Fall 20XX Class Start Date: date the class started, for instance: 9/1/20XX Category: name of the category, for instance: Arts Subcategory: name of the subcategory, for instance: Craft is a subcategory of Arts Course Name: name of the course, for instance: Knitting Class Name: name of the class, which is normally the same as the course, for instance: Knitting Students: number of students registered for the class, for instance: 11 Class Receipts: the money collected for the class, for instance: 750 (do not include $) Quality Rating: number between 1 and X that indicates how the class was rated, for instance: 4.2 Run/Cancel: yes if the class ran, no if it was cancelled Promotions Distributed: number of promotions distributed for this session Promotion Cost: how much was spent to advertise the class, for instance: (do not include $) Instructor Cost: the cost of the instructor, for instance: (do not include $) Material Cost: your cost for the materials such as books, for instance: (do not include $) Other cost: the amount for other costs you may have, for instance: (do not include $) Class Type: the type of class, for instance: online, face-to-face, camp New Class: yes if the class is new, no if it is not new (the first time a class is offered it is new) There is also a Sample File showing how you should prepare your file. 4. At the base of the interface, select Browse. Browse your computer for the desired file, then click Upload. 5. The following page will load. Here you must match your field names to the field names used by the LERN Program Planner Tool. The unmatched fields are marked in red while the matched fields are green. Hover the mouse over the button to select the corresponding database field. 5

6 1. When you have finished your session, be sure to click Log Off at the top of the interface. 2. Selecting Filter at the right side of each Report interface will allow you to sort your data by Session, Category, Subcategory, Class Type, or Course Name. This function enables you to simultaneously view one (or more) Terms, Categories, Subcategories, Class Types, or Course Names. Be aware that, once activated, the Filter remains ON until you select Clear the Filter. 6

7 Program Planner Tool - Reports 1. At the top of the interface, click LERN Key Formulas. This report analyzes programming data by Average Registrations, Average Fee, Cancellation Rate, New Class Rate, and Promotion to Registration Ratio. You can review data by Term and Report Total; further, you can run LERN Key Formula Reports by Class, Course, Subcategory, or Category. Note: When you run a LERN Key Formula Report a new window opens in your browser with the report. Once you are finished with report, you close the window and the LERN Key Formula Report page should still be showing in your browser. 7

8 2. At the top of the interface, click Cancellation. The Cancellation Report allows you to review the Cancellation Rate of New as well as Repeat Classes. Note: When you run a Cancellation Report a new window opens with the report. Once you are finished with report, close the window and the Cancellation Report page should still be showing in your browser. 8

9 3. At the top of the interface, click Profitability. The Profitability Report analyzes financial data associated with programming. The Report is divided by a series of Costs: Cost Promotion Production Direct Calculation Promotion costs Instructor costs, Material costs, Other costs Promotion + Production costs The Profitability Report also determines Operating Margin, which it calculates as Direct Costs subtracted from Class Receipts. You can review your data by Term and Report Total; further, you can run Profitability Reports by Class, Course, Subcategory, or Category. 9

10 Note: When you run a Profitability Report a new window opens in your browser. Once you are finished with the report, close to the window and the Profitability Report page will still be showing in your browser. 4. At the top of the interface, click Comparison. The Performance Comparison Report allows you analyze the following data: Number of Classes Run compared to Income Generated Cancellation Rates Average Registrations Promotion: Registration Ratios Your organization can review data by Session (or Term) or by All Sessions. The chart(s) generated by the Performance Comparison Report can be adjusted by clicking on the chart itself. Your organization s data is viewable by Category, Subcategory, or Course. 10

11 5. At the top of the interface, click Repeat Class. The Repeat Class Report allows you to analyze the performance of individual Courses and Classes. Based on Income, Operating Margin, Quality, and Registrations, the Repeat Class Report classifies your Courses and Classes as Stars, Cash Cows, Problem Children, or Dogs. The Report makes these classifications as follows: Cost Income Operating Margin Quality Registrations Calculation Compared to the Average Income of the Subcategory Compared to the Average Operating Margin of the Subcategory Compared to Fixed Quality Values in the Repeat Class Parameters Compared to the Average Registrations of the Subcategory 11

12 While the parameters of the Repeat Class Report come preset, they can be reconfigured by selecting Configure Repeat Class Parameters at the bottom of the template. Once the parameters of the Repeat Class Report are finalized, you have the ability to run the Report by Course or Class. To each class s Income, Operating Margin, Quality, and Registrations, the Report assigns a Star, Cash Cow, Problem Child, or Dog designation. (Note that the designation is determined by the parameters you have set.) 12

13 Note: When you run a Repeat Class or Course Report a new window opens in your browser. Once you are finished with the reprot, close the window and the Repeat Class Report page will still be showing in your browser. 6. At the top of the interface, click Planning. Based on Desired Income and the data you have uploaded to LERN Program Planner for Lumens (and/or the parameters you have provided), the Planning Report uses LERN Key Formulas and Planning Process to estimate the number of Classes for each Category and Subcategory. This projection is calculated as follows: Term Calculation Income Percentage Income generated as a percentage by Category and Subcategory Cancellation Rate Cancellation Rates by Category and Subcategory Average Registrations Average Registrations by Category and Subcategory Average Fee Average Fees by Category and Subcategory In the field marked Desired Income, input (without commas) your organization s target income. For example: 30,000. Then, click Display Report. Note: You may review (and, if necessary, edit) the parameters used by the Planning Report before specifying the Desired Income. Be aware that the parameters you see reflect the data you have entered. 13

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15 Note: When you run a Planning Report a new page opens in your browser. Once you are finished with the report, close out page to go back to the Planning Report page. 15