Arkanum EMS: Product Requirements Document (PRD)

Overview

Arkanum EMS is a streamlined version of a School Management System designed to manage educational cohorts (Classes), events, and activities. It integrates functionalities for student management, parent interaction, teacher communication, and payment processing. The EMS aims to streamline the operations of the educational program by automating administrative tasks and offering robust user portals for all stakeholders.

This PRD also reflects the Odoo platform’s role in supporting these functionalities and outlines the unique needs of our programs and users.

1. Program Types

Arkanum operates multiple types of programs, each with distinct registration, scheduling, and management needs.

1. Semester-Long Programs (Main Program)
   • Students sign up for 12 sessions over 3 months, aligned with the typical school semester.
   • Each session may have its own learning goals, materials, and structure.
   • Parent Mainly sign up and register their students
2. Local Retreats
   • Overnight camping trips or short-term retreats.
   • Separate registration process with the option for non-program guests to attend as well.
3. Events
   • One-day events such as workshops or community activities.
   • Events are open to both students and external guests.

2. System Users

Arkanum EMS serves five key user roles, each requiring tailored access to different functionalities within the system:

1. Cohort Leaders
   • Access: Limited to their cohort-specific data, including student profiles, parent information, payments, and mailing lists.
   • Management Role: They build and manage their cohort programs (sessions, events, etc.) and communicate directly with students, parents, mentors, and waitlists.
2. Parents
   • Portal: Parents create a portal account where they can add their children’s profiles and manage all program-related matters for their children.
   • Functions: Payments, signing consent forms, tracking attendance, and staying updated on events and sessions.
3. Mentors
   • Role: Typically college students or young professionals who mentor a group of 7 to 8 students.
   • Credit System: Mentors receive performance-based credits, which can be used to attend Arkanum’s international trips, local retreats, or other programming.
4. Students
   • Age: Under 18 years old.
   • Functionality: Attend sessions, events, and retreats but do not have administrative access to the platform.
5. Guests
   • Role: Adults who attend random events, primarily through one-time registrations.