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COSMOS Manual
1. Teil / Version 0.9
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COSMOS b
General
1.1 Cosmos Story
LCMS was introduced in 1999 and there are different versions in each country.
Today we all, and so do our customers, have more expectations on what a
computer program can do to improve our work in a Berlitz language center.
That’s why a survey was conducted in different schools and departments all over
the world to get information about the special needs and wishes for a new
worldwide computer program with one database per country: COSMOS.
After more than a year of putting together ideas, developing, programming, getting
together with an international team (Japan, USA, Europe), the first LC’s in
Switzerland have started working with the first version of COSMOS in March 2011.
This first version of COSMOS is new and different from LCMS in many ways but it
is not a definite and final version. Now the whole COSMOS team needs your
feedback on the program and how it fits in the daily LC life: please let us know
what you like, what you think could be improved and what is missing. A lot of
additional points, options, activities, are already being prepared for the release of
the second version. So here you really have the chance to help us create the
program that will suit you best!
8 data will get easier to be managed. Better overview about the detailed corporate
data. More marketing data is available for projects. All employees have access to
the system. The team communication will be improved. The communication
ways are shorter, more professional and customer-orientated.
Management of prices and compliancy All rates are managed within one and
only system. If a different price is entered an approval is necessary.
Track and manage sales better follow-up structure possible (alerts/ LC To-do
list will appear to remind you of specific tasks: counseling, hand out material,
receivables, etc.). Offers are being generated within the system and not manually
anymore = everyone has access; quicker reaction with the customer is possible.
The schedule board is now in colors and not only shows the planned lessons,
activities (meetings, counseling, etc.) but also the teachers’ availability. If you have
a look at the point, you will get a great impression on how the new schedule board
could look like.
Works tasks become more efficient thanks to the To Do List and the available
reminders. Handling documents is also simplified, for example: the ped cards are
generated directly from COSMOS and have to be scanned in on a regular basis.
The inter LC communication has also been improved which makes exchanging
information about a customer easier. Because there will be only one COSMOS
database per country the communication and information flow is much easier.
General
• Balances:
Per contract / per customer and per company
• different contract designs for program types like language
instruction / kids camp / Berlitz Seminars / Translation etc.
• One or more offers per customer
Customer • Follow up: more detailed and better overview
• 45 and 60 min. units are possible
• Payments not allocated to an invoice will be part of the
unallocated funds
• Migrated Invoice - here you find all invoice items which are
not allocated to a contract
• Follow up info and comments
Cosmos Menu
2.1 Mandatory
Fields where you have to enter data (=mandatory fields) are marked with a red
star ( * )
Cosmos Menu
2.2.1 13 Description
1List Box
2.3 Checkbox
A checkbox is a graphical user interface element that permits the user to make
multiple selections from a number of options. Click a checkbox once and it will be
selected. Click again and the box is unchecked again.
2-12 Checkbox
2-34 Checkbox
You can only choose one of a predefined set of options. Cannot select 2 buttons
(If you choose a different button, checked button is unchecked automatically)
Cosmos Menu
On search operation, with partial match it is possible to use partial match retrieval.
Search condition is controlled by checkbox of partial match.
9 Partial Match
2.5.1 Example
*With partial match (when partial checkbox is checked), all customers whose First
Name include an “A” are displayed.
*Without partial match (when partial checkbox is not checked), all customers
whose First Name start with an “A” are displayed.
(In any case, neither the capital letter nor the small letter is distinguished.)
10 Partial Match
2.5.1.2 Example Case B: Enter “A” for First Name & Last Name
*With partial match (when partial checkbox is checked), all customers whose First
and Last Name include an “A” are displayed.
*Without partial match (when partial checkbox is not checked), all customers
whose First and Last Name start with an “A” are displayed.
(In any case, neither the capital letter nor the small letter is distinguished.)
11 Partial Match
The Log On screen is for logon on COSMOS system. After checking User ID,
Password and Choose Culture (Language), COSMOS menu will be showed when
those inputs were correct.
The culture selection is important because of the settings for date format, default
currency and time format.
2.7 Change LC
The Change LC screen is for changing LC of log on user. When the screen shows,
other screens are compulsorily closed (because of changing LC) Only the user
who has the authority can change LC during operation.
Cosmos Menu
As for COSMOS, this menu is operated as a starting point.
12 COSMOS Menu
(GL)
(Payroll)
Cosmos Menu
This screen is for selecting date (month/date/year). And there are 4 modes of the
Calendar screen, date, month, year and 10 year. Click to the Header (e.g. to
"November 2010") of the calendar to get to the next screen
22 Calendar
As soon as you made a selection (just click to it) you get one step back (year -
month - day).
2.10.1 Description
This screen is for selecting time (hour, minute, and morning or afternoon).
23 Time Picker
Customer
70
You will get an alert to hand out the welcome kit to the customer. To remove this
alert you have to mark “Welcome kit issued” (Customer– Customer Profile ).
Only one customer profile status exists: draft. With an Inquiry or Contract the
status changes automatically to active.
Customer status complete – the expiry date must be exceeded. After that the
status can be changed in Accounting - Expire contract.
Customer status can be draft, active and inactive You can enter several Inquiries,
offers and contracts for one customer
2.11 Balances
Each customer contract has its separate balance = contract balance
Payments which are not allocated to an invoice of a customer or company are part
of the Unallocated Funds
On Customer/Company level there is the total sum of the balances for this
customer/Company = Total customer/company balance. This balance includes
the contract balances and the Unallocated Funds.
2.12 Level
2.12.1 Start Level
Example:
Customer has level 2 – that means his Start Level is level 2.
Example:
Customer signs a contract for level 3 and 4 – that means the Goal Level is level 4
Deselect "Manage LC and you can search within your country to find a customer.
The Lesson Type which is shown here is the one from the oldest active contract.
2.13.1 Info
1. Open COSMOS
2. You get a screen with this menu on top
4. Type for example the first letters or the complete name of the Customer
5. you want to find in the field “Last Name”. Mark “partial match” to find all
customers whose the names include these letters (the letter/s could be in
this case somewhere in the name). Without partial match the search result
show only names with these letters in the beginning.
6. If you enter nothing and you click search you get a complete list of all
customers, but only up to 70 names. If that list does not contain the wanted
customer you need to refine your search.
7. You can search within your LC (“Manage LC) or if no Manage LC is
selected also within your country. Click “Search
8. You get a screen like you see on the next page.
Customer Search
9. At the bottom part of the window you will find a list with the results of your
search
10. Instead of the customer name (or letters of the customer name) you can
also search with the help of one of the other fields.
11. When you click “Advanced Search you get more search criteria (see next
page)
12. Now you can also search for one of these options:
Manage LC, Delivery LC, Lesson Type 161, Inquiry Date, Active Offer
Created, Program Expiry Date.
13. As soon as you click again on “Advanced Search” this part of the screen
will be reduced as before.
Inquiry
Inquiry has to be entered, but only when really an Inquiry took place.
Otherwise go directly to point 4 “Customer Profile”.
Contact details of an Inquiry will also appear under Customer Profile and do
not need to be entered again.
You can enter more than one inquiry for the same customer. If there are
several inquiries you have to enter manually which one is the primary one.
Inquiry has no status. “Delete” will delete the inquiry in the database
3.1.2 Info
24 Search Customer
3. Does the customer exist go on with point 3.2 (Additional Inquiry page 28)
4. If don’t exist click here to the button “Create New Inquiry”
25 Create Inquiry
26 Create Inquiry
6. Click the button “Select” and you get the following screen
Inquiry
27 Create Inquiry
7. Enter data
8. To and save this Inquiry click to “Save”
3.2.1 Path
3.2.2 Info
28 Search Customer
29 Customer
Inquiry
4. Click here to the tab “Inquiry”
5. Click to „Create New Inquiry“ to add a new Inquiry for this customer
6. Click “Primary” in the Inquiry screen to transfer info for sales consultation,
offer, contract, etc.
3.3.1 Path
3.3.2 Info
30 Customer Search
Inquiry
6. Click the blue Inquiry No and you will get the Inquiry screen
31 Customer Inquiry
3.4.1 Path
3.4.2 Info
32 Customer Profile
Inquiry
5. Mark the Inquiry you need
6. Click to Edit
33 Customer Inquiry
4.1.2 Info
Customer Profile
Box “Primary” has to be checked for address, phone number and email
This “Primary” info is used for contract, invoice etc.
4.2.1 Path
4.2.2 Info
35 Customer Address
Customer Profile
7. All fields are mandatory except the field “State”
8. One of the addresses of the customer has to be the Primary one
9. Scroll down and save
4.3.1 Path
4.3.2 Info
Customer Profile
4.4 Manage Customer Email
4.4.1 Path
4.4.2 Info
Here you can enter the Pre-Sales information (Interview). The date is the interview
date.
5.1.2 Info
36 Search Customer
Needs Assessment
Needs Assessment
10. When you mark “Proceed to record sales consultation details” you will get
more fields for entering data.
13. Save
14. Finish the entries for the Needs Assessment screen
5.2.1 Path
5.2.2 Info
Needs Assessment
7. You get the following screen
40 Placement Test
10. When you mark “Proceed to record sales consultation details” you will get
more fields for entering data.
Needs Assessment
the “Add” button.
13.
14. Save
5.3.1 Path
5.3.2 Info
Needs Assessment
6. The existing Consultation (Needs Assessment) is listed. Mark it and click
Edit
7. Change/add data
8. Save the data
5.4.1 Path
5.4.2 Info
Needs Assessment
4. The customer window opens
5. Select the tab „Needs Assessment“
Consultation Preparation
Consultation Preparation
Offer
The offer is a combination between the information in the offer tab and the contract
tab. In the offer tab you need only to enter some information. To enter the offer
detail information you click in the offer screen the button “Create offer details”
Offer screen – click offer details to see the details of the offer (“contract” details)
info
6.1 Overview
6.2.1 Path
6.2.2 Info
Offer
Offer
4. Click on “Offer”
Offer
17. To see complete offer with details, click blue offer details link.
Offer
Offer
6.3.1 Offer english
Offer
6.4.2 Info
Offer
5. Select the offer you need by clicking the blue Offer ID
6.5.2 Info
Offer
5. Click on the blue offer-ID link
Can activate button – serves as check if entries are complete for contract
activation
7.1 Important
7.1.1 Following steps you have to take with a contract:
Refers to the length of the course. These fields from the contract are used for the
Ped Card and the Program Progress.
Once the expiry date is reached, nothing can be done anymore with the contract.
Please refer to your country configurations how long a contract is meant to be
valid. This should be defined in the terms of business.
Contract
To be able to create payment schedule for a corporate (partial or full sponsorship)
you have to mark “allow sending detail information…” in the customer contract.
7.4 Delivery LC
If a customer is going to take some of his lessons at one center and the other
lessons at another center, you can manage that with “Delivery LC”
Usually you will see there automatically the total number of contract lessons.
If you need to add another LC, click to “Add” and select the LC and the number of
lessons
If the other LC gives more lessons than decided before, they can do that. The
limitations are the total contract lessons.
Contract
7.5 Create Customer contract for existing customer profile
7.5.1 Path
7.5.2 Info
Contract
7.5.2.1 Language instruction
Contract
7.5.2.2 Kids Language Instruction
Contract
7.5.2.5 Business / Management Training
Contract
7.5.2.8 Testing
7.5.3 Other
Contract
7.6 Create Contract from Offer
7.6.1 Path
6. Set the check mark for “Valid to start transaction” and “Contract is signed”
as soon as this is done by the customer
Contract
7.7 Edit Customer Contract
As long as a contract is not activated the contract data can be changed.
Is a contract activated but not posted, you can click on “reverse activate” and
change entries as well. Do not forget to activate afterwards again.
Is a contract activated and lessons or activities posted, only very few things can be
changed.
7.7.1 Path
7.7.2 Info
8. Check with “Can Activate” if all entries are done to be able to activate this
contract
9. Save the contract
Contract
7.8 View Customer Contract
7.8.1 Path
7.8.2 Info
Contract
7.9.1 Path
7.9.2 Info
Contract
4. Enter in the part “Corporate Affiliation” the company information (the
company has to exist in COSMOS to be able to select data here).
5. Corporate Sponsorship – how many percent of the contract amount is
paid by company?
6. If you have a percentage other than 0% or 100% you have to enter two
payment schedules (customer and company) here.
7. To be able to use both payment schedules you have to mark “Allow
sending detailed information to company” (see page before)
8. Enter the contract data
9. Check with “Can Activate” if all entries are done to be able to activate this
contract
10. Save the data
Contract
7.10.1 Path
7.10.2 Info
Contract
10. Enter all data
11. Check with “Can Activate” if all entries are done to be able to activate this
contract
12. Beyond the Expiry date no schedule or lesson post is possible.
7.11.1 Path
7.11.2 Info
Contract
4. Click on the tab “Contract”
5. Mark the contract
6. Click on “Activate”
7.12.1 Path
7.12.2 Info
Contract
12. When you are back in the Contract List you see this new contract with
some special information
7.12.3 Important
Contract
7.13 Lesson rate too low – approval needed for new contract
Geneva received a new ITA contract with a rate à 77.00 CHF per unit. The status
here was pending since the rate needed to be approved because it was too low.
I can now change the rate in the contract and make it valid, then active.
Contract
7.14 Conversion of existing contract
If there is nothing posted and no invoice created you can change the status of the
contract back to „Valid“ (reverse activate). That will enable you to change the
details of the contract and – if necessary - also of the Group Course.
If items have already been posted you have to create a new contract. To enter this
kind of contract, mark the original contract and click on „Convert“. Enter a new
contract with the remaining lessons. If it is a group contract you have to enter a
new group course as well
Program Profile
8 Program Profile
Do not schedule – means that you can add here unfavorable instructors for this
customer (be very careful with this function and check whether this is aligned with
company regulations, i.e. work council regulations)
8.1.2 Info
5. Select the Program Type (only necessary when the customer has more
than one contract)
6. Click on “Create”
7. Enter data
8. Save
Program Profile
Program Profile
8.2.1 Path
8.2.2 Info
6. Click on “Create”
7. Enter data
8. Save
Program Profile
8.3.1 Path
8.3.2 Info
5. Select the Program Type (only necessary when the customer has more
than one contract)
6. Click on “Create”
7. Enter data
8. Save
Program Profile
8.4.1 Path
8.4.2 Info
5. Select the Program Type (only necessary when the customer has more
than one contract)
6. Click on “Edit”
7. Enter data
8. Save
Program Progress
9 Program Progress
9.1 View Program Progress
9.1.1 Path
9.1.2 Info
7. Once you have added a schedule for this course, the counseling items
will be given a date automatically (please refer to point 23 Schedule)
Program Progress
Important: The counseling schedule is generated automatically when the lesson
schedule is entered. The assigned teacher will also be the assigned counselor.
Those counseling items that need to be taken care of by a sales person or
someone other than the teacher need to be changed manually.
9.2.1 Path
9.2.2 Info
Program Progress
5. All courses of this customer are listed
6. Mark the course you need
7. Click on “View Counseling Schedule”
8. You see the list of counseling items which are already defined because of
the program you selected in the contract. They are highlighted in red as
there are no dates scheduled, yet.
9. Date – show the number of the lesson when the counseling will take
place
11. If you need to edit a counseling mark this counseling and click on “Edit
counseling Schedule”
Program Progress
12. You see the schedule for this contract
13. Changes may affect the complete schedule, starting from the date of the
chosen counseling item
14. When you open the counseling item via the blue link you can then also
enter the information for that particular counseling item (e.g. first
impressions, progress report)
9.3.2 Info
Program Progress
5. All courses of this customer are listed
6. Mark the course you need
7. Click on “View Counseling Schedule”
13. In order to assign a counselor and to set the date and time for the
appointment select the counseling item and click on “Edit Counseling
Schedule”
Program Progress
14. Add data
15. Save
9.4.1 Path
9.4.2 Info
Program Progress
4. Click on the tab Program Progress
8. If the lesson schedule was changed and not all the lessons have been
rescheduled then those counseling dates that are affected by the change
or cancellation of lessons are highlighted in red
9. Click on “select All”
Program Progress
11. You might get the information that not all counseling items could be
rearranged. This can be the case when lessons were cancelled and (at
least some of them) not rescheduled. Click on “OK”
12. Those counseling items that cannot be scheduled because the according
lessons have not been scheduled yet remain highlighted in red.
13. Once remaining lessons are scheduled, the missing counseling items will
be planned in automatically again.
ORIENTATION LESSON
The orientation takes places during the first lesson of the learning cycle.
The student will be told about pedagogical as well as administrative
matters.
There‘s a notice on the ped card.
The orientation lesson can be conducted by either the instructor, the LIS or
LCD depending on the customer’s level.
FIRST IMPRESSIONS
These are surveys that the student fills in to let us know if they are satisfied
with their course so far. They should be given out after 15% of the course
has been completed.
The instructor can receive these forms from the LCD, LIS or receptionist.
The survey must then be completed and handed back to the instructor (off-
site classes) or the receptionist (on-site classes).
PROGRESS REPORTS
Program Progress
RETENTION COUNSELING
Once the customer has completed a level he can take a written level check
(40 min) or online level check (40 min).
The instructor will use the Progress Reporting Grade Sheet and give grades
for the communication skills (speaking) as well as the total grade for the
written level check.
If the customer took an online level check, the grades will automatically go
to both the customer and the LC. Online test results can be called up at any
time at: www.berlitz-europe.com/admintool.
Standardized Berlitz certificates will then be prepared.
To print out the learning reports (except ped card): go to each customer or group,
then program progress and there you can print out the document. You will find all
of them in the alert list and as a note on the ped card.
Please remember to scan in all counseling documents so you can save everything
and have an overview (see ABBY, not first COSMOS version).
Program Progress
9.6 Print Ped Card
1. Go to customer
2. Go to program progress
3. Go to view counseling schedule
4. Click on subject
5. Click on required report name
6. Print report
Program Progress
Program Progress
Program Progress
To enter the progress report grades, you have to go to:
Program Progress
Program Progress
Program Progress
Program Progress
Program Progress
Program Progress
Program Progress
Program Progress
10 Customer Follow Up
10.1 Add new Follow Up
1. Start Cosmos and open the tab Customer
2. Search for the customer
3. Open customer
4. Select Follow Up
5. Click on “Add”
10.1.1 Info
5. Click on Add
Customer Follow Up
6. Enter data
7. Save
10.2.1 Path
10.2.2 Info
Customer Follow Up
12. Edit the entries
13. Save
10.3.1 Path
10.3.2 Info
Customer History
11.1 Customer History Details
11.1.1 Path
11.1.2 Info
Here you can see the counseling dates, if they are already scheduled
and/or posted. Details (View Details) you can see as soon as a counseling
is posted and/ or results are entered.
All posted transactions are listed here. If the customer has more than one
contract all details are listed. With “View History” you get a report with all
transactions and more detailed information.
11.1.5 Follow Up
11.1.6 Comments
In this section you can add specific information about this customer. Some
typical categories will help you to enter useful data.
12 Index
Accounting .................................................................................. 3, 6, 8, 18, 21, 159
Accounting History .......................................................................................... 6, 159
Activate ................................................. 5, 35, 60, 68, 82, 84, 86, 92, 95, 96, 97, 99
Activity ......................................................................................................... 3, 8, 100
Addition ................................................................................................................. 98
Address ........................................................................................... 4, 36, 37, 38, 39
BSA ........................................................................................................... 5, 80, 107
Calendar ........................................................................................................... 3, 19
Can Activate ...................................................................... 60, 82, 84, 86, 92, 95, 99
Certificate .................................................................................................... 128, 130
Change LC ........................................................................................................ 3, 16
Checkbox .......................................................................................................... 3, 13
Checkbox deselect ................................................................................................ 13
Checkbox selected ................................................................................................ 13
Comb Box (show list) ............................................................................................ 13
Comments ....................................................................................................... 6, 159
Company ........................................................................................... 3, 5, 17, 21, 89
Consultation Preparation ....................................................................... 4, 52, 53, 54
Contact .................................................................................................................. 25
Context Menu (Accounting) (GL)........................................................................... 18
Context Menu (Accounting) (Payroll) .................................................................... 18
Contract . 4, 5, 21, 67, 68, 69, 71, 72, 73, 74, 83, 84, 85, 87, 89, 90, 93, 94, 96, 97,
98, 100, 104
Contract Type...................................................................................... 4, 69, 71, 100
Corporate Affiliation ............................................................................................... 91
Cosmos Story...................................................................................................... 3, 7
Counseling .............. 5, 113, 114, 116, 117, 120, 121, 122, 124, 125, 126, 128, 137
Culture .................................................................................................................. 16
Customer 3, 4, 5, 6, 8, 17, 21, 22, 25, 26, 28, 30, 31, 32, 33, 34, 35, 36, 38, 39, 40,
41, 42, 44, 45, 48, 50, 56, 64, 66, 71, 72, 73, 83, 85, 87, 89, 93, 96, 98, 105, 107,
109, 111, 113, 116, 120, 124, 128, 129, 130, 135, 137, 152, 154, 156, 157
Customer History ............................................................................................ 6, 157
Customer ID .............................................................................................. 28, 30, 32
Customer Profile ......................................... 3, 21, 25, 32, 34, 35, 36, 38, 39, 40, 41
Delivery LC.......................................................................................... 4, 24, 70, 104
Display Name ................................................................................................ 69, 100
Email ................................................................................................................. 4, 39
Employee .......................................................................................................... 3, 17
End Date ............................................................................................................... 68
First Impression................................................................................................... 128
Fix Term ............................................................................................................ 5, 93
Follow Up ................................................................................ 6, 152, 154, 156, 159
Goal Level ................................................................................................... 3, 21, 68
Government Business ........................................................................................... 78
Grading Sheet ......................................................................................... 6, 135, 136
Index
Group Course ..................................................................................................... 103
Inquiry ................................................... 3, 21, 24, 25, 26, 27, 28, 29, 30, 31, 32, 33
Interview ................................................................................................... 40, 50, 51
Kids Language Instruction .................................................................................... 77
Language Instruction .......................................................................... 5, 77, 78, 105
Lesson Type ................................................................................................... 22, 24
List Box ............................................................................................................. 3, 13
Log On .................................................................................................................. 16
Manage LC ............................................................................................... 22, 24, 34
Mandatory ......................................................................................................... 3, 11
Material ............................................................................................... 3, 18, 72, 100
Mid-Counseling ................................................................................................... 137
Needs Assessment ........................................... 4, 40, 42, 43, 44, 48, 49, 50, 51, 52
Offer .....................................4, 24, 55, 56, 57, 58, 60, 61, 62, 63, 64, 65, 66, 67, 83
Offer Details .................................................................................................... 56, 83
Online ........................................................................................................... 80, 129
Orientation .......................................................................................... 121, 128, 130
Partial Match ..................................................................................................... 3, 15
Partial Match (Example Case A Enter “A” for First Name) .................................... 15
Partial Match (Example Case B Enter “A” for First Name & Last Name) .............. 15
Partial Match (with partial match) .......................................................................... 15
Payment............................................................................................................ 4, 69
Payment Schedule ............................................................................................ 4, 69
Ped Card................................................................................... 5, 68, 128, 130, 131
Pedagogical History ........................................................................................ 6, 159
Phone Number .................................................................................................. 4, 38
Placement Test ..................................................................................................... 45
Post....................................................................................................................... 72
Primary ......................................................................................... 29, 36, 37, 38, 39
Program 5, 24, 57, 68, 71, 74, 90, 94, 105, 106, 107, 108, 109, 110, 111, 112, 113,
116, 120, 124, 125, 137
Program Profile ....................................................................... 5, 105, 107, 109, 111
Program Progress ............................................. 5, 68, 113, 116, 120, 124, 125, 137
Program Type ..................................................... 57, 74, 90, 94, 106, 108, 110, 112
Progress Report ...................................................................... 6, 128, 129, 130, 136
Radio Button ..................................................................................................... 3, 14
Radio Button after select....................................................................................... 14
Radio Button default position ................................................................................ 14
Report ......................................................................................................... 128, 130
Reports ............................................................................................................... 128
Retention ............................................................................................ 121, 128, 130
Reverse ................................................................................................................ 72
Satisfaction Survey ............................................................................. 128, 129, 130
Schedule ........................................69, 114, 116, 117, 118, 120, 121, 122, 125, 137
Search .. 3, 15, 22, 23, 24, 25, 26, 28, 30, 32, 34, 36, 38, 39, 40, 44, 48, 50, 56, 64,
66, 73, 83, 85, 87, 89, 93, 96, 98, 104, 105, 107, 109, 111, 113, 116, 120, 124,
152, 154, 156, 157
Seminar Business ................................................................................................. 79