Writing a Master Requirements Document for a Tutoring Company Business Management System

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tutoring company business management requirements
Looking for a new tutor management system can be challenging. Different people have to use the system for scheduling, billing, reporting, and customer records management. Given that there are many stakeholders impacted by a tutor management system, it is prudent to consider these stakeholders’ input. However, things can get very muddled unless a point person with a clear understanding of the process takes the lead in selecting and managing the transition. One way to ensure that your transition to a tutoring company data management system will be smooth is for a project manager to create a Master Requirements Document. Here is a simple 6 step process.

1. Consider your current operations and solutions

Before you figure out where you want to go and how to get there, it’s vital to understand where you are now. The project manager should solicit input from stakeholders and prioritize a list of the company’s most essential and most used operations. As an example, we will look at one such operation: scheduling.

2. Document what is working well and what is not working well with the current solution

Poll stakeholders. Ask them what they like and don’t like about the current operational solutions.

Operation Scheduling
Current Solution We use a Google Sheet that lists an updated weekly calendar. We share this calendar with admin and instructors and then print out a larger format calendar at the beginning of the day and hang it on a wall.
Like We like that the calendar is online and can be updated from any internet connection. We love that all of the instructors have access to the up-to-date weekly schedule. We also like that it is mobile friendly as instructors can easily view their schedule from their phone.
Don’t Like Instructors and students sometimes don’t look at the updated calendar before a session. We don’t like that the instructors can see other instructors’ schedules. Students and parents don’t have access to the calendar, and therefore we have to notify them of schedule changes.  The person responsible for billing manually has to confirm that all scheduled sessions occurred. billing has to manually confirm that all scheduled sessions occurred.

3. Uncover the objectives

To maximize the potential for project success, the project manager must separate current operational solutions from underlying objectives. This identification is one of the most important steps as it guards against limiting viable options. For more on this, see our blog Solutions vs Objectives for Tutoring Companies. To help uncover hidden objectives, reference what you like and don’t like about your current solutions.

Operation Scheduling
Current Solution We use a Google Sheet that lists an updated weekly calendar. We share this calendar with admin and instructors and then print out a larger format calendar at the beginning of the day and hang it on a wall.
Like We like that the calendar is online and can be updated from any internet connection. We love that all of the instructors have access to the up-to-date weekly schedule. We also like that it is mobile friendly as instructors can easily view their schedule from their phone.
Don’t Like Instructors and students sometimes don’t look at the updated calendar before a session. We don’t like that the instructors can see other instructors’ schedules. Students and parents don’t have access to the calendar, and therefore we have to notify them of schedule changes.  The person responsible for billing manually has to confirm that all scheduled sessions occurred. billing has to manually confirm that all scheduled sessions occurred.
Objectives Secure. Instructors can only view their schedules.  Notifications. Parents, Students, and Instructors receive schedule change notifications.  Mobile-Friendly Everyone has easy access to the up-to-date calendar.  Turn on/off notifications for individual accounts.
Repeat this process for each business operation. Some operations will help you to further flush out additional objectives for operations you have already considered. For example, considering marketing objectives might trigger you to remember that you are looking to offer in-home tutoring where some instructors will need to manage their own schedules. When looking at billing and payroll, you might uncover the objective of connecting those processes to scheduling. Add these to the list.
Operation Scheduling
Current Solution We use a Google Sheet that lists an updated weekly calendar. We share this calendar with admin and instructors and then print out a larger format calendar at the beginning of the day and hang it on a wall.
Like We like that the calendar is online and can be updated from any internet connection. We love that all of the instructors have access to the up-to-date weekly schedule. We also like that it is mobile friendly as instructors can easily view their schedule from their phone.
Don’t Like Instructors and students sometimes don’t look at the updated calendar before a session. We don’t like that the instructors can see other instructors’ schedules. Students and parents don’t have access to the calendar, and therefore we have to notify them of schedule changes.  The person responsible for billing manually has to confirm that all scheduled sessions occurred. billing has to manually confirm that all scheduled sessions occurred.
Objectives Secure. Instructors can only view their schedules.  Notifications. Parents, Students, and Instructors receive schedule change notifications.  Mobile-Friendly Everyone has easy access to the up-to-date calendar.  Turn on/off notifications for individual accounts. Connect schedule attendance to billing and payroll. Allow some instructors to manage their own schedules.

4. Create a master requirements document

Create a master requirement document that will be used to look for new potential solutions. Scheduling

  • Administrators can update the schedule from any internet connection
  • The calendar is mobile friendly
  • Instructors can not view other instructors’ calendars
  • The calendar is secure
  • Parents, students, and all instructors can receive schedule reminders
  • Notifications can be turned on or off per account
  • Admin controls which instructors can manage their schedules
  • The schedule is tied to billing and payroll

5. Build consensus

Stepping away from current solutions, the project manager should focus on the requirements to build consensus with key stakeholders. People can become attached to existing solutions. Focusing on requirements can get people excited about the potential of new solutions, decreasing anxiety that can come with change.

6. Use your master requirements document to source for a new solution

With a comprehensive requirements document, your search for a new solution will be much easier. You can use your requirement document as a checklist to compare different solutions. You can also send in your document to vendors and let them do the work of telling you how they meet your requirements.