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COBA K 12 Elementary and secondary

CAN I MANAGE ON-LINE OR PHONE ADMISSION REQUESTS?

The software is conceived to make both. Depending of your choice, an access to an admission form can be included in your web sites or you can do it manually in the software. COBA K 12 is designed to facilitate the admission process by enabling the automatic creation of student records from admission records.

DO WE HAVE SOME FLEXIBILITY IN THE CONCEPTION OF THE STUDENT FILES?

Users can create flexible fields, permanent or annually, to enter the information they deem relevant. The software also student’s pictures and locker management.

DOES THE SOFTWARE OFFER A PLANNING TOOL FOR THE OFFERED COURSES AND SCHEDULES?

Yes, there is an existing planning tool for the offered classes and schedules, in the software. The modules concerning the class and the schedules include numerous functions among which the management of the various types of courses, the creation of profiles, the management of prerequisites and registration counters to respect the limits of students by class. The software can also be use to create the master schedule and individual schedules of students./p>

IS IT POSSIBLE FOR THE PARENT OR THE STAFF TO FOLLOW THE EVOLUTION OF A STUDENT?

The COBA software offers the possibility for specific users to view the results of a student using the web portal or by downloading the MELS standard bulletin. For its part, the teacher has a gradebook available at all times in order to record the results and assignments to be done.

DOES COBA K 12 ALLOW ME TO MANAGEMENT OF THE SCHOOL FEES?

Yes, the software allows the management of school fees. The user is able to get a description of school fees by level, by homeroom, by course or by class and the ability to transfer all fees to COBA Finance to track it.

DOES THE SOFTWARE MANAGE ATTENDANCE?

Yes, the software is designed to allow the teachers or any administrative staff personnel to record the student’s absenteeism. Absences are recorded per half day, daily or period; the module produces statistics based on several criteria such as reasons, days or levels.

HOW DOES COBA K12 DIFFERENTIATE ITSELF FROM ITS COMPETITORS?

COBA K 12 offers an exceptional amount of features that you can choose to use or not. Unlike competing software, it will adapt to the development needs of your institution.

COBA K12 MEETS THE MELS STANDARDS , BUT RULES TEND TO CHANGE. IS THE SOFTWARE SUBJECT TO AUTOMATIC UPDATES?

When reforms or innovations are announced by the different levels of government, COBA adjusts its software accordingly and sends updates to its clients.

ARE THE TRANSMISSIONS TO THE MELS AUTOMATED?

Yes, the MELS transmissions are fully automated. The software includes a module designed to simplify the MELS data transmission process (ARIANE, Charlemagne, ADAN).

IS THERE A DASHBOARD EASILY ACCESSIBLE FOR MANAGEMENT?

Yes, it’s available in both Windows and Web interfaces. The interim results, absences, schedules and other information can be found there. The module also displays the schedules for teachers, students, and rooms; and offers a graphical calendar of school days.

COBA COLLEGIAL

CAN COBA COLLEGIAL MANAGE SEVERAL CAMPUSES IN THE SAME DATABASE?

Yes. COBA COLLEGIAL allows a uniform follow-up of the students registered to courses in different campus without requiring transfer of information.

CAN I MANAGE ADMISSION REQUESTS BY MYSELF OR USE THE DATA OF AN ADMISSION SERVICE (EX: SRAM, SRQ, etc.)?

The software is designed to do both. Depending on your choice, you can include an Admission form on your Web Site or receive files of different agencies such as SRAM, SRAQ, SRASL and SACO.

ARE THERE TOOLS AVAILABLE FOR STAFF THAT PROVIDES ACADEMIC ADVISING?

The users are able to import history statements, of obtaining suggestions of courses for the next session, of controlling courses prerequisites, of analyzing diplomas (DEC, AEC, etc.) according to the criteria set by the college or SOBEC and to proceed to the evaluation of candidates for admission. The user can choose to make these tasks one student by student or globally, because the software can analyze files according to predefined criteria.

CAN THE SOFTWARE MASSIVELY OR INDIVIDUALLY PRODUCE SCHEDULES?

The software serves as an aid to the conception and design of the master schedule based on the table of course selection and the task assignment of teachers. It allows mass or individual assignment, printing schedules, statistics; and automatically calculates the student’s regime , it’s off- track courses and the “Session programme d’étude”.

DOES THE SOFTWARE ALLOW DECENTRALIZED TEACHER'S TASKS ENTRY BY DEPARTMENT COORDINATORS?

COBA Collegial calculates the MELS allowance according to students forecasts and assigns the task of education by department; thus the coordinators can afterward assign the tasks to their teachers.

IS THERE AN INTEGRATED FUNCTION FOR THE MANAGEMENT OF THE STUDENT'S ACCOUNTS?

Yes. This function allows tracking of expenses, receipts, rights rewards for success and printing of account statements and tax receipts (T2202 & Statement 8).

CAN IT MANAGE THE RENT OR RESERVATION OF ROOMS IN A DECENTRALIZED WAY?

Yes, the software offers a comprehensive tool for room management. Whether internal or external, one-time or long-term, all room bookings can be made through the software.

THE REGISTRATIONS FOR EVENING CLASSES AND IN MANY SUMMER CLASSES ARE OFTEN MADE AT THE COUNTER. IS COBA COLLEGIAL EQUIPPED TO MANAGE THIS FACET OF OUR EVERYDAY LIFE?

Absolutely, because the software includes a tool to enroll students in courses and groups, to bill them, collect payments and issue receipts or statement of account in the same operation.

HOW DOES COBA COLLEGIAL PROCESS MELS SERVICES?

The software enables you to sub-divide the standard MELS services to help you manage them better. So, you can create for example a “service 3 – Training for enterprises”, which will be transmitted at the MELS as “2-Adultes”.

COBA COLLEGIAL MEETS THE MELS STANDARDS , BUT RULES TEND TO CHANGE. IS THE SOFTWARE SUBJECT TO AUTOMATIC UPDATES?

When reforms or innovations are announced by the different levels of government, COBA adjusts its software accordingly and sends updates to its clients.

COBA FINANCE

WHAT IS THE MAIN FEATURE OF COBA FINANCE SOFTWARE?

COBA Finance is a custom system, decentralized, safe and integrated. It limits the view of documents to users based on their level in the hierarchy to avoid unnecessary consultations and reduces user access to budgets based on the limitations set by the administrator. The software allows for close monitoring of the procurement process; allows the definition of validation tables and add flexible fields. All auxiliaries communicate in real time with the general ledger, reflecting a precise financial picture daily.

CAN IT PRODUCE MY FINANCIAL STATEMENTS?

COBA Finance offers an exceptional financial statement generator. This unique concept in COBA offers you the ability to produce financial statements, summary or detailed, on one or many years, quickly and easily.

HOW MAY I ELIMINATE THE TIRESOME TASKS?

The software is responsible for the mass production of documents such as tax forms, receipts for income tax purposes, invoices, receipts. The follow up of suppliers, periodic payments and transfers from one fiscal year to another can also be assigned to the system.

CAN COBA USE MY STATEMENT OF ACCOUNT AND INVOICE FORMS?

COBA integrates all your forms in its software. No form is imposed on users. COBA’s professionals can design forms to your specifications and integrate them in the software. No need to order new forms, to keep stocks, to feed your printer with the right paper.

WHAT ABOUT GOVERNMENT STANDARDS?

The software is designed to meet government standards. The annual financial reports are prepared in accordance with the Accounting registration plan (PEC) of the Ministry of Education of Quebec and can be adapted to any other model in force.

CAN THE SOFTWARE MANAGE ACCOUNTS RECEIVABLE FOR THE RECONSTITUTED FAMILIES?

The software manages all types of customers. The system offers the possibility of involving the same student to multiple clients or more students to the same customer and charge a percentage to each parent separately.

DOES THE SOFTWARE MANAGE BUDGET AVAILABILITY DURING WHEN ORDERING?

The software can monitor the available budget, as the impact of expenses can be measured in accounting terms before it is applied. According to security, it can block or advise if the budget limit is reached.

DOES THE SOFTWARE AUTOMATE BANKING TRANSMISSIONS?

The software is designed to transmit the files in the appropriate format of the financial institution of your choice. Using the software for bank transmissions such as writing checks, pre-authorized withdrawals and reconciliations is saving time and valuable resources.

HOW DOES COBA FINANCE DIFFERENTIATE ITSELF FROM ITS COMPETITORS?

COBA Finance offers an exceptional amount of features that you can choose to use or not. Unlike competing software, it will adapt to the development of your institution.

COBA HR/Payroll

IS COBA HR/PAYROLL SECURE?

Due to its flexible confection, this system allows the decentralization of administrative processes (incoming payments or absences, for example). With COBA HR/Payroll, the administrator can restrict access to employee records and tasks based on the security level of users; Consultations may thus be carried out quickly and efficiently. In addition, access to employee information and tasks can be limited by field, to allow customization of the software to the institution’s working methods. The user can change the fields or simply view them. On the other hand, administrative unit managers are able to track payment transactions affecting their budget. The software has an interactive feature to track and predict the evolution of specific budgets according to the staffing plan.

IS THE SYSTEM FULLY INTEGRATED WITH OTHER SYSTEMS?

Yes, the COBA HR/Payroll software integrates seamlessly with other COBA software such as Finance and K-12. The flow of information is fluid and is done without transferring files. The user ,without additional inputs, can transfer data from employee records, payments to employees, payroll to accounts payable, the staffing plan, the general ledger and even Word.

WHAT KIND OF FLEXIBILITY DOES COBA HR/PAYROLL OFFERS ME TO MANAGE EMPLOYEES AND TASKS?

The user can add fields as needed, massively update and monitor updates based on predefined values. Thus, entry of new employees or new tasks are accelerated. With COBA HR / Payroll, one can associate multiple tasks to an employee with their associated wages and conditions, their own flexible schedule, which will be paid automatically without any further intervention.

DO THE SOFTWARE MANAGES EMPLOYEES ABSENCES?

The software offers a simple managing tool to register absences. The user can link the replacement payment transactions to the absence even if the declaration of absence can later be entered due to delays to obtain authorized signatures. Absence entries may also be associated with accident reports (CSST). Time banks and absences are independent of the payroll processes for the task, allowing temporary employees to benefit from time banks and rights to absences.

ARE CALCULATION PARAMETERS ADJUSTABLE?

The software allows the user to specify the exact mathematical formula to assess and calculate earnings or deductions. This flexibility allows it to implement and enforce new calculations without our intervention. All types of insurance premiums formulas (Employee and employer contributions) are also made possible. COBA HR/Payroll manages insurance plans based on age and sex of the participant and spouse (same sex or not) to establish the rates.

DOES IT HAVE A FEATURE TO FOLLOW STAFF REQUESTS?

The applicant for a personal application can monitor the process of his request based on actions taken by the human resources department. In addition, when the staff request results in the creation of an employee file, task or payment transactions, the entries made by the applicant does not have to be re-entered.

CAN WE CUSTOMIZE OUR REPORTS AND OUR FORMS?

The software allows to define the content and form of your payroll checks, pay stubs, choice of holiday forms and several reports, eliminating the need to use the forms provided by the software developer. COBA HR/Payroll also integrates union lists, seniority lists and lists of experience in response to union and employer demands. ASCII files can be automatically created to facilitate the transmission of these lists.

HOW DOES COBA HR/PAYROLL DIFFERENTIATE ITSELF FROM ITS COMPETITORS?

COBA HR/Payroll offers an exceptional amount of features that you can choose to use or not. Unlike competing software, it will adapt to the development of your institution.

COBA ACTIVITIES

HOW MAY I SIMPLIFY MY REGISTRATION PROCESS FOR MY CLIENTELE?

COBA Activities manages the sale of subscriptions, event registration, locker rentals and once everything is completed, performs billing, collection and issues the receipt in one operation. This simplified registration is available online as over the counter.

HOW MAY I CREATE THE CALENDAR OF THE ACTIVITIES, THE SCHEDULES OF INSTRUCTORS AND ROOMS SIMULTANEOUSLY?

The software includes a search tool of available rooms and monitors, which automates the preparation of schedules within the schedule of activities

DO I HAVE TO REGISTER MANUALLY ALL THE RECORDS IN THE SOFTWARE?

No. The software is equipped with gateways with other COBA software. The import module offers the possibility to create a membership card depending on the status of the imported record using the information entered in the COBA software from which we import the data.

IF I HAVE A TURNSTILE GATE TO MANAGE THE ACCESS TO MY INSTALLATIONS, CAN COBA ACTIVITIES INTERFACE WITH IT?

Yes. Together with your technical staff, we can codify the synchronization process between the data of COBA software and your turnstile gate. The software validates access to activities according to criteria defined by the institution and based on the membership or registration cards to its activities to trigger the gate.

DOES YOUR SOFTWARE PRODUCES THE TAX RECEIPTS AND OTHER?

Yes, with each transaction, the software determines the appropriate receipt to produce and deposits a copy in a secured folder for each client. This client can view them online using the portal. It facilitates the tracking of expenses and receipts during registration or sales and enables printing of statements of account upon request.

HOW CAN I MAKE ROOM RESERVATIONS WITH YOUR PROGRAM?

The software includes a module designed to facilitate ad hoc bookings, internal or external, and reservations over a long period. Rental, printing invoices and management of payment are all tasks that the software can handle.

HOW DOES COBA HR/PAYROLL DIFFERENTIATE ITSELF FROM ITS COMPETITORS?

COBA ACTIVITIES offers an exceptional amount of features that you can choose to use or not. Unlike competing software, it will adapt to the development of your institution.

COBA LIBRARY

MAY I INTEGRATE ALL THE LIBRARY MANAGEMENT ACTIVITIES INTO YOUR SOFTWARE?

Yes, because COBA Library provides an integrated solution for managing catalogs, loans and periodicals. The software includes, among other things, a return schedule and a table of periodicals allowing the user to plan the frequency of returns.

DOES THE SOFTWARE MANAGES ALL SUBSCRIBERS DATA?

Yes, it can. Users can create flexible fields, display the picture of the subscriber, import subscribers information from other software; in addition it can develop and implement the various borrowing policies.

ARE INPUT SCREENS CONFIGURABLE?

Thanks to our visual screen editor, everyone can draw their input and consultation screens at will in order to adapt them to the working methods adopted by the institution.

HOW MAY I MANAGE THE CATALOG AND THE TABLES OF AUTHORITY IN YOUR SOFTWARE?

COBA Library allows users to decide what fields are available for input, which results in an adapted detailed catalog. One can also determine which fields of the catalog will be associated with a table of authority and define ” See”, “See also” and the rejected terms.

AS FOR THE SEARCH ENGINE, ARE THEIR TOOLS AT MY DISPOSAL?

The software offers different levels of research, simple or advanced, internally or through Internet (Z39.50 client); it can create search profiles and save records found on a MARC format file.

IF I ORDER NEW BOOKS, CAN I FOLLOW MY ORDER?

Through our COBA Finance software, we integrated a budgetary control module. It allows tracking, budget control and automatic creation of record and copies upon reception of the order. All these aspects are essential functions that may be assigned to the software.

IF WE CHOOSE COBA LIBRARY, WILL IT IMPORT BOOK RECORDS?

Certainly, the software was designed with the needs of library managers. It allows the import book records in MARC and SDM format. In addition, you can save the book records found on file in MARC format without problems.

COBA VENUE MANAGEMENT

DOES THE SOFTWARE LET ME MAKE A SIMPLE ANNUAL STATEMENT?

Yes, COBA Venue Management allows users to create declaration files to comply with the requirements of the Ministry of Education of Quebec; and it can import exchange files of the Ministry.

HOW CAN I MANAGE MY BUILDING'S RECORDS AND IT'S COMPONENTS?

The buildings characterization module is ideal for defining land, facilities, sites, areas, components, wings, floors, rooms; in addition to equipment, signaling and energy sources.

HOW ARE ESTABLISHES THE REQUESTS OF DEVELOPMENT FOR THE SOFTWARE?

A consortium of universities, the Ministry of Education of Quebec and COBA, establishes the requests of development.

DOES THE SOFTWARE OFFER A HISTORY OF MODIFICATION REQUESTS?

Yes, this module provides the ability to keep a history of requests changes of venue and prepare development projects.

IS IT A SAFE MANAGEMENT SYSTEM?

Yes, the software is very safe. The administrator restricts access to software functions according to user tasks, allowing a decentralization of the management of the buildings. Furthermore, the software includes a level of security by jurisdiction.

HOSTING SERVICE

What does the hosting service includes?

This service includes :
-Equipment rental
-Internet bandwith
-Hosting of the Windows software and your COBA portal
-Disk space
-Technical service ensuring ongoing maintenance of the service
-Phone Support

What are the benefits of this service?

– Highly sophisticated IT infrastructure solution at a fraction of the cost that would cost the development and management of a local infrastructure.
-Reduced breakdowns by ensuring the reliability, security and availability 24/7.
-Optimization of you staff management by redirecting the IT staff to other growth-enhancing projects.
-Reduced risk in devoting more strategic activities of your organization.
-Annual pricing modulated according to the resources used.
-Backup copies’ management.

From which workstation can I consult my data?

Since this is a secure facility, you will make the choice of stations that can access your data. Our specialists will contact you and guide you in the selection of stations that can obtain access.

How many users can be connected simultaneously?

The first installation is limited to 5 concurrent users. Two users can be added for each additional installation. If other users are required, they can be add for a lightly cost. As to the users of your Internet services, there is no limit.

Is it a safe service? Is it possible to lose data if my computer or network goes down?

With this service, if my computer or server has a problem (failure, virus …), you will not lose your data. This is precisely one of the main interests of the service. We secure your data on our servers outside your premises. So, if you experience a failure of your equipment, your data is protected.

Is the confidentiality of my data compromised by this system?

Unless you give your access code and password to someone, only the people you authorize will have access to your data.

BACKUP SERVICE

What does the backup service includes?

– Automated recovery service of a copy of the COBA software database.
– The frequency of recovery is once a week
– Integrity test of the recovered database
– Optional: Hosting Service in case of absolute necessity.

What are the benefits of this service?

You invest a lot of time and resources to keep sensitive data from your organization and nobody is immune to failure, theft or disaster that could jeopardize your management tools.

This backup service is an addition to your emergency action plan and offers advantageous guarantees in case of absolute necessity. Not only does it ensure the security of your data, but it ensures the quality as we check the integrity of your data at each reception.

If a problem occurs, will I be advised?

We check every backup on receipt on our servers. If we find an issue with the database, we store the last valid copy of your database and we will contact you to correct the defect.

If my server goes down, can I have access my data?

Your data is available at all times. If you have corrected the defect on your server, we can give you a copy of your database and help you in the configuration of this one. If your server can not be up and running quickly, we can offer you, in option, access to your data in hosted mode for a period of 30 calendar days to allow you to make corrections of your environment and allow a normal access to your employees and customers.