Testing Online (Re)Enrollment Before Launching

Overview

Four core areas must be tested when implementing Online Re-enrollment and Online Enrollment:

1. Enrollment Intention Form (as necessary)
2. Amounts
3. Payment
4. Contract Resetting

Enrollment Intention Form (as necessary)

Enrollment Intentions form can show different options for different groups of children. Full testing for this form requires that each group of children are tested to ensure the expected questions are displaying for the appropriate group. Testing for the form includes the following steps:

1. Identify one student to test with for each distinct option set.
   • For example, suppose preschool children should see a dropdown for student group and non-preschool children should not see this dropdown. The test group should (at least) include one preschool kid and one non-preschool kid.
2. For each child, answer the following questions:
   • Are the questions expected for each child displayed?
   • Are the fields labeled correctly?
   • Do dropdown lists include the correct choices for this child?
   • Did the form correctly update the child’s Veracross data when answers are updated?
3. Has the Enrollment Intentions section been marked complete on the ORE/OE homepage?

Once the Enrollment Intentions form has been tested, keep the changes just submitted as they are for now. These enrollment intention choices often influence tuition amounts. This influence will be tested in the next section (Amounts testing).

Amounts

Typical ORE/OE configurations feature differentiated amounts for different (groups of) children. Testing should commence shortly after Veracross configures amounts data according to the Amounts Worksheet.

Amount testing is vitally important to a successful launch. Amount configuration involves coordination and knowledge sharing across departments and organizations. Because of this, the field is ripe for misinterpretation at some point along the communication chain. For first-time amounts configurations, schools should expect to see some incorrect amounts as they progress through the testing.

Schools implementing ORE/OE for the first time should set aside portions of a week for coordinated amounts testing among their interested departments.

Testing for Amounts includes the following steps:

1. Identify one student to test for each distinct amount.
   • For example, if tuition amounts vary between LS, MS, and US, it is imperative to test a student from each school level to ensure that the tuition amount is being applied correctly.
2. For each test child, answer the following questions:
   • Are amounts appearing for this child?
   • Are amounts correct for this child?
   • Are amounts listed under the right category (i.e. net tuition, tuition balance).
   • When optional extras are selected, are they correctly factoring into the sum amounts?
   • On the deposit page, are only the amounts due at the time of re-enrollment being charged or are the amounts incorrect?
3. After paying the deposit, had the section been marked complete?

Payment

If online payment has been previously configured for the online application or Other Programs, the configuration should remain the same. However, for schools that have set up online payment specifically for online re-enrollment, testing the payment gateway is extremely important. In both scenarios, however, the set up for ORE must be tested.

Testing for Online Payment includes the following:

1. Select a few students to test with, and prepare to test every payment option with each child.
2. When a test contract is completed, navigate to the deposit page (if not auto directed there). Answer the following questions:
   • Are all preferred methods available?
   • Is all payment method help text present?
   • Is all payment method help text proofread and error-free?
   • If online payment is selected, are both ACH and credit card payment options available (if preferred)?
   • If online payment is selected, does the payment…
     • check off the appropriate checklist item on the person enrollment record?
     • create a transaction with the online payment provider?
     • create a transaction in the school’s bank account?
     • create a receipt in VCA (if applicable)?
   • If non-online payment is selected, is the payment method selection saved?

Contract Resetting

From a Person Enrollment detail screen, click Action > Reset Contract. This should be used after doing a test and in cases where parents need to re-start their contract. This process means that:

1. Payment plan and optional extras are wiped out from the contract (not the Person record).
2. Signatures are deleted.
3. The Complete flag is cleared from the system checklist item Contract Complete (ID 35).
4. An activity log entry is created indicating the reset.
5. Contract status is reset to Not Started.

Resetting Re-Enrollment

During testing, the Reset Enrollment procedure on the Person Enrollment detail screen is invaluable to start Enrollment over again to make sure configuration is correct. Note that this procedure should only be done during testing. Running this procedure in other situations after ORE has launched causes major issues.

Prior to resetting re-enrollment, it if important that you test and make sure everything is configured correctly. When testing, run the "TESTING ONLY: Reset VCPay Registration Data" procedure to reset all VC Pay registration data including AutoPay registration and record of payment.  This procedure is only available for a short period of time and should be used for testing ONLY.

The Reset Enrollment procedure does everything mentioned in the “Contract Resetting” section above, with the addition of:

1. Deleting all person charge records created by online enrollment
2. Deleting all simple receipt records created by online enrollment
3. Clearing the Complete flag and Notes of any enrollment checklist item that was updated by vc.webor is one of the following system checklist items: Payment Received, Pre-Enrollment Form, Enrollment Agreements, Contract Complete, Family Info Updated
4. If the student was withdrawn online, their Withdraw Reason is blanked out and their Not Re-Enrolling checklist item’s Complete flag and Notes field are reset
5. An activity log entry is created indicating the full enrollment reset