Implementation and Launch Timeline for Other Programs Registration

Updated Jul 16, 2021
Published 07/10/2019

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Overview

Other Programs Registration allows parents, students, faculty, and those outside of a school’s community to sign up for programs that take place outside of the regular academic schedule (e.g. after school programs, enrichment programs, summer programs, athletic programs, etc.) online. Registrants are able to browse program courses, register for classes, and pay registration fees online. The following article describes the overall implementation timeline for a school that would like to set up Other Programs Registration.

Timelines

TRACK 1: No Payments or Cash/Check Only Payments

A minimum of five weeks is needed to implement Other Programs Registration for schools that are not processing payments. To ensure a successful implementation, it is important to meet each deadline outlined below.

Introduction
Completed 5+ weeks prior to Go Live
  1. School contacts Veracross AM for more information about launching Other Programs Registration.
  2. School and Veracross AM schedule meeting for a demo, any questions the school might have, and pricing.
  3. School accepts quote and completes the Other Programs Implementation Questionnaire.
  4. Veracross AM reviews the Questionnaire to make sure all answers are clear and approved.
Configuration
Completed 3+ weeks prior to Go Live
  1. School will add and configure all Courses & Classes to prepare for testing.
  2. Veracross AM will create and configure the Program Registration Form record(s) based on Questionnaire answers.
  3. Veracross Engineering will set up the default Public Registration Form (if applicable).
  4. Fees and Discounts will be configured by the school or the engineer, depending on discount format.
Training & Testing
Completed 2+ weeks prior to Go Live
  1. A meeting is scheduled for full module training and review of configuration.
  2. School begins testing after training. Tip: schools have found that it is often best to test the registration form with actual registrants using the user account impersonation method.
  3. Schools test the Public Registration Form by filling out the web form with test data.
Launch Prep
Completed 1 week prior to Go Live
  1. All testing is complete. Any outstanding issues are discussed with Veracross AM.
  2. Launch process is reviewed based on testing.
  3. Launch time is confirmed with Veracross AM.
Launch
Completed at Go Live
  1. School makes link available on school website (if applicable).
  2. Portal links are turned on in the Parent Portal (if applicable).


TRACK 2: Online Payments

A. Payment Gateway Currently Integrated with Veracross

If the school has a payment gateway that is currently integrated with other areas of functionality in Veracross (application fees, enrollment deposits, online donations, online event registration, etc.), payment integration should be completed during the Configuration Stage of the five-week process outlined in Track 1 so that testing can take place. The Configuration Stage should occur three or more weeks prior to the Go Live date.

B. Payment Gateway Not Yet Integrated with Veracross

If the school has a payment gateway provider account but has not yet integrated that gateway with Veracross, an additional two weeks are needed in addition to the standard five weeks outlined in Track 1. Please provide your Account Manager with the Configuration Parameters for the appropriate payment gateway during the Introduction Stage (five or more weeks prior to Go Live date) outlined in Track 1. The payment integration should then be completed during the Configuration Stage (three or more weeks prior to Go Live date).

C. No Payment Gateway Configured

If the school does not already have a payment gateway provider setup at their school, an additional three to six weeks should be allotted in addition to the standard five weeks outlined in Track 1. The gateway must be set up before any program registration configuration begins.

Once the payment gateway is set up with the third party payment provider, please provide your Account Manager with the Configuration Parameters for the appropriate payment gateway during the Introduction Stage (five or more weeks prior to Go Live date) outlined in Track 1. The payment integration should then be completed during the Configuration Stage (three or more weeks prior to Go Live date). 

Configuration of Other Programs Registration

Once this timeline is fully understood, please see more details on the Other Programs Registration process and complete the Configuration Questionnaire.

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