Features and Pricing

The Music Admin Pro Software is an automated, true relational, 32-bit database program.

Written by a Music Coordinator for Music Coordinators.

Music Admin Pro is by far the most detailed and comprehensive software package for this market that we have seen and it encompasses every aspect of running a Music Department at a school, college or university. It can be used to also effectively manage private music schools and community-based instrumental music tuition and ensemble programs. Written by a Music Coordinator it has a true inside understanding of the workings of a Music department. The lack of a complete understanding of the running of a Music department is a glaring problem with every other commercial package on the market.

Music Admin Pro stores, analyses and reports by synthesizing data from:

• Student details (name, student year, school code, number of instruments learnt, exams set for, instrument teacher, instrument hired, quitting next term button, home-room/home-room teacher, section for detailing dialogue with parents or events, etc.)
• Parent details (first names, address, phone, fax, e-mail, notes page, etc.)
• Casual instrumental music staff and permanent staff details (address, phone, fax, e-mail, date commenced, wages, birthdays, partner’s name, notes page, Business Registration Numbers, notes on teachers, etc.)
• Lesson Times & Time-tabling Schedules for students and staff. Student instrumental music lesson times can be automatically rotated each week around a particular teacher's availability, and across the days that the teacher is in. Rotational time-tabling can work around having some student times fixed and others rotated around these fixed times. Scheduling can also work with a 10-day school time-tabling cycle i.e. you can have different fixed periods in week A and B, and rotate the other students around these fixed student times. Lesson times for the whole term can also be scheduled at the start of the term. The time-tabling module has the ability to vary the starting time of each lesson and set the length of each lesson. This module is extremely flexible and can accommodate teaching breaks (eg lunch, morning tea, very long breaks during the day, etc) and can be set to create time-tables around the clock, 7 days a week.
• Registry of all musical instruments owned and all details relating to repairs, serial numbers, hire details, etc.
• Instrument Hire Section
• External examination entries and details

• Student Assessment or Instrumental Music Progress Reports. Print these for parent interviews or post them out using the mailing labels.

Invoicing module for lesson charges and purchases of equipment, books and accessories. Lesson charges are automatically calculated but can also be user-modified. A special section is also available for miscellaneous purchases. A choice of invoicing and charging methods are available. You can either have invoices going to the parents or have reports to go to your Accounts Department for their invoicing system. You can also have a combination of the two eg the tuition and hire reports to go directly to the parents and the students' miscellaneous purchases going as a report to the Bursar's (Accounts) Office.

• The Ensemble module keeps records of ensemble activities and produces ensembles lists and ensemble mailing labels. It also has the capability to compile a complete report of all activities through the years for any particular student based on the entries made here e.g. musicals performed in, concerts, tours, etc.
• Teacher pay module. Pays are calculated automatically based on the teacher's hours, activities and rates. You can even have a variety of pay rates for the many different activities e.g. private instrumental tuition, ensemble coordination, theory or group lessons, etc. The very impressive pay module has intelligent automation with ability for users to edit the program's calculations of pays. The time it took to do the pays for 35 teachers at one school that we tested was 12 minutes.
• Records of wages for an individual staff member or total pay-outs for all staff can be reported on easily. Records for the week, a year or any time-period can be analysed for one, all or a group of staff members (e.g. full-time staff, part-time staff, ensemble coordinators, etc.).
• Archived records of students, teachers, hired instruments, student activities, etc. can be viewed by loading backed-up data-files.
• Easy one-click new year changes e.g. increase current student year (e.g. Year 8 becomes Year 9); Year 12’s are automatically deleted; students who have requested to terminate lessons are deleted; erase timetable records, etc. There are choices to erase data within most sections of the program at any chosen time (eg end of year, term, semester, accounting year or period, etc)
• Allocation of students to practice rooms and practice sessions

• Allocation of teaching rooms to teachers. The Rooms file is also used for recording the room's available resources and is also useful for lesson time-tabling.

• Medical information section for students. Useful for Ensemble tours, excursions and camps.

• Locker assignment module with sections for locker combinations and miscellaneous notes.

• Teacher Resources Library - to search and report on resources by category (topic) or name. Useful for keeping records of your books, ensemble music, sheet music, cassettes, videos, CDs, musical instruments, computer software, etc. A powerful tool available is the ability to search and report on key words which will list all your department's available resources on a particular topic.

• Instruments Owned and Hired Instrument Section to log in the school codes and numbers, serial numbers, purchase details, repairs, etc.

• Accession register - to keep track of all resources bought for your department e.g. audio-visual equipment, amplifiers, electronic and electrical accessories, computers, furniture, etc.

• Uniform assigning module for assigning or hiring a set uniform or a collection of items like caps, belts, jackets, shirts, trousers, etc with extra fields for unique items. A section for keeping track of repairs and other costs associated with the uniform.

• A To-Do Lists section to categorise and prioritise your To-do lists. Print these out or view them each day as you turn the program on. Delete or date-mark the jobs as you complete them. It may also be useful for impressing your principal on the variety of tasks you do as a coordinator.... and asking for a raise. From personal experience, I bet that not many people within your school realise the enormity of your workload.

Other features:

• A very impressive part of the program is the Reports section. It has all the reports and lists you would ever want, selectable at the touch of a button and each can be viewed on the screen, printed or exported to a variety of application types like Word, Excel, Powerpoint, etc. Each report can also be used with a large number of pre-designed (or if you wish user-specified) searches and sorts.

• Invoicing of parents for music lessons or purchases

• Easy to use manual written in plain English for the novice computer user
• Help files on most screens
• No duplicating or re-typing of any entry information. For example, you will only type the pupil’s name, an instrument name or a teacher's name once.
• Instrument lesson timetables for the week
• Instrument lesson timetables for the term
• Timetable for individual teachers
• Mailing labels and lists at a touch of a button. The Lists feature has impressive functions attached to it (e.g. double-clicking on a list line takes you to that particular record).
• Sort and search facilities easily accomplished. You can also design you own searches, then name and store them within the program.

• User-defined reports. You can design you own reports and exports, and then name and store them within the program. The reports within Music Admin Pro are so detailed and comprehensive that not one user has reported the need to use this feature.

• You can add your own notes on any of the files and records above eg notes on student discipline, changing of instrument, teacher absences, etc.
• 3 levels of security - various levels of access depending on the password entered
• Easy searches and finds
• Easy data entries. For example a partial entry of a code or name automatically displays the full name of the student, teacher, ensemble, etc.
• The program sits on a state-of-art professional database engine that is used by organisations like the US Defence Forces and Telecommunication multinationals.

You can also contact SSoM for further customisation for your specific needs.

The program continues to grow thanks to valuable user-input.

The capabilities of this software are endless.

Promotional Prices for the Standard and the Lite Versions:

Standard Version

US $1095 (RRP $1295) This is the current promotional price for all international sales outside Australia.

UK £698 (RRP £830)

AUS $1859 includes GST (RRP $2195) This price is for Australia only.

Lite Version

US $595

AUS $1095 includes GST

Upgrades and Lite versions are only available directly from SSoM Software.

Feature differences between the Standard Version and the Lite Version