Project Specification Page1

INQUIRY MANAGEMENT SYSTEM

Introduction

The IMS stands for Inquiry Management System. The IMS project will completely automates
the Inquiry management of an organization. The Administration, Inquiries and Report
modules are used in IMS.

Description

The IMS stands for Inquiry Management System. The IMS project will completely automates
the Inquiry management of an organization. The Administration, Inquiries and Report
modules are used in IMS.
The primary requirements for using IMS. The following hardware / software are required to
run IMS successfully.

Hardware

 80486 processor (Celeron 300 recommended)

 Windows 95 OSR2 (or higher) / Windows NT 4.0 (or higher) x86 only

 16 MB RAM (64 MB recommended)

 800x600 screen resolution

 256 color display (high/true color recommended)

 Software

 Microsoft Access 2000 / Microsoft Office 2000 Premium (This is required for the MS
Access ODBC Drivers) alternatively you can download the Microsoft Data Access
Components from the Microsoft Web Site.

The Administration Module is the core of the total system. The entries made here are used
throughout the system. This module handles the following different processes in the basic
Administration of the total System.

 Insert the Company Identification and related information here. For e.g. Information
related to cities, states, etc.,

The Inquiry Module helps you in managing the inquiries which flow into your organization.
This module handles the following different processes in the Inquiry Management System.

 Create and manage different types of media. For e.g.  Newspapers, Television,
Hoardings etc.

 Create different search and analysis criteria for each and every individual inquiry.
For example, Occupation, Area of Residence, Age group, Income group, Purpose of
purchase, Qualification etc.

 You can manage an inquiry with multiple addresses.

Page 1 SRM Systems & Software P Ltd.

Project Specification Page2
 Supports Conversion of inquiries from the inquiry form itself.

 You can analyze if the inquiry generation criteria which can, in turn, help you in
targeting your marketing thrust in that direction. For example, how many of the
total inquiries are generated due to the Hoarding at the Linking Road? Or how many
inquiries are currently residing in the super society area?

 You can manage Executive-wise, Date-wise, time-wise follow-ups. Also because of

consistent and perfect follow-ups you can convert more number of inquiries as well
as analyze on the Executive who converted the maximum number of inquiries.

 You can know which follow-up action was responded with the maximum number or
converted or lost inquiries. For example, if your Company sends an Executive to the
prospects residence then the chances of conversion may be more than just calling
him over the telephone.

The Report module has extensive reports which can help in understanding the current
inquiry status of the Institute. Graphs are provided automatically within the reports as and
when required.

 Create labels of inquiries with particular criteria with Inquiry Label.

 Create a Pending Follow-up List with specific search criteria.

 Create a total Follow-up Report.

 Create a Report to know the current Inquiry Status.

 Create a Report to know each Executive's performance.

 Create MIS level reports with Inquiry Analyzer.

Menu Hierarchy

IMS starts with a MAIN MENU screen, which is nothing but a MDI form containing
these menu items:

Main Menu (Interface Manager)

This is the first screen of the project. The interface manager is for convenience of use for
even a novice. It has been designed to be used intuitively for any users and the basic tree
structure resembles many of the modern day applications.
It is the screen you have with icons to look.  You can navigate with the tree structure on the
left or the icon on the right.  As you click on the icons the tree structure keeps on changing
on the left.
Page 2 SRM Systems & Software P Ltd.
Project Specification Page3

Admin Module
The Administration Module is the core of the total system. The entries made here are used
throughout the system. This module handles the following different processes in the basic
Administration of the total System.

 Insert the Company Identification and related information here.

Admin List Entry

This form lets you create dropdown lists for various parameters which you will need to
select for administration of the system.

Note: It is possible to create new entries into a dropdown list on-line while creating students
or faculties, but it is advisable that you create comprehensive lists here before you begin.

These parameters will help you while adding Executives, students, faculties, etc. as well as
query as per requirements.

 To create a new entry for a particular parameter click on its' tab page. This will bring
it to the front.
Page 3 SRM Systems & Software P Ltd.
Project Specification Page4

 Click on the icon on the toolbar to add a new entry.

User Group

A user group defines security rights for similar kind of users. For example. You might have
a user group called supervisor which has access rights to each and every module in a
system. Other example may be your Executive who may be managing only the Placements
and so should have permissions only to access the forms and reports of the Placement
module.

If you want to give a particular user full right to the system then you can simply assign him
this group while creating him. For example you would want a your reception Executive to
have permissions only to the Inquiries module and so you can create a group with only
rights given to the Inquiry module and then assign the particular Executive the group.

In Other words a user inherits all those rights from the user group he belongs to.

User Information

You can create, modify and delete new users from this form.

 To create a new user, press the new Button in the Toolbox.

 Enter the name of the User in the name field.

 Select user group from the user group dropdown, you want to place him in.

 Enter other relevant information like addresses and telephone numbers in their
appropriate field.

 Display in login should be unchecked when a user is no longer using the system.
This will stop him from logging on to the system. But he will always get displayed in
the marketing executive box wherever required.

Page 4 SRM Systems & Software P Ltd.

Project Specification Page5
Inquiry Module

The Inquiry Module helps you in managing the inquiries which flow into your organization.
This module handles the following different processes in the Inquiry Management System.

Media

This form lets you create and maintain media types. Media types are the medium through
with your institute advertises. For e.g.  Newspapers, Television, Hoardings etc.

You can enter the media or media details while creating inquiries.

 You can use this information for find out the number of inquiries generated per
medium.

 This will help you to channelize you advertising budget more efficiently.

 To create a new media press this on the toolbar.

Media - This is a mandatory field and should be unique

Media Detail - You can create as many media details as you want by pressing the NEW
DETAIL Button.

Inquiry Form

This form lets you enter details about a prospect as well as the follow-ups done for that
particular prospect. . For e.g. if your Company sends an Executive to the prospects
residence then the chances of conversion may be more than just calling him over the
telephone.

This form is divided into four different sections

Page 5 SRM Systems & Software P Ltd.

Project Specification Page6
 Contact: Prospects address and contact telephone numbers

 Personal: Education, occupation and family background

 Office: Official details regarding area, course opted, Media, etc.

 Follow-up: Follow-ups done or to be done on a particular prospect.

Note: To bring a particular section to the front click on it's tab page on the bottom.

To create a new inquiry click on the New on the toolbar.

Inquiry List Entry

This form lets you create dropdown lists for various parameters which you will need to
select while creating inquiries. For e.g. Occupation, Area of Residence, Age group, Income
group, Purpose of purchase, Qualification etc.

Note: It is possible to create new entries into a dropdown list on-line while creating
inquiries. But it is advisable that you create comprehensive lists here before you begin to
enter inquiries.

These parameters will help you while counseling and follow up as well as analyze inquiries.

 To create a new entry for a particular parameter click on its' tab page. This will bring
it to the front.

 Click on the icon on the toolbar to add a new entry.

Mail Merge

IMS contains a very powerful Mail Merge utility which can be used to send personalized
mailers to individual prospects.

To use Mail Merge, Query and find the exact class of people you want to send a mail to.

In the View Window of he Inquiry form there is a button on the right hand side bottom
corner of the screen called "COMPOSE".  Press the button and the following screen will
Display.

Page 6 SRM Systems & Software P Ltd.

Project Specification Page7

Press the "NEW" Button on the toolbar to Add a new Mail.  Give the Mail a name and add
the fields you want to personalize from the Right Hand side Field List.    You can even have
a preview of what you have typed.

You can even send mass e-mails to the same by just pressing the Send-Email Button.  It
will ask for the Mail Server name and you email address for the first time. You can send
mass e-mails to any queried group of people.

Reporting Module

This module has extensive reports which can help in understanding the current inquiry
status of the Institute. Graphs are provided automatically within the reports as and when
required.

Inquiry Label

This report lets you print label containing postal addresses of your prospects. You can use
these addresses for sending mailers.

 You have an option for either printing contact addresses or additional contact
addresses which you would have entered in the contact section

 Query criteria conditions are separated on different tab pages and include all the
fields which are there in the inquiry entry form.

Page 7 SRM Systems & Software P Ltd.

Project Specification Page8
 Top specify a criteria condition for a particular section click on that section's tab
page

 The Report is by default sorted on Name but you have sort options like address, city
etc.
Pending Follow up

This report helps generate follow-ups to do list for the executives.

 This report displays those follow-ups (executive-wise) which have not been done
upon a particular date.

 The report includes calculated overdue days for the inquiry follow-up for which the
executive can be accounted for.

 Report is based on the data you would have put in the follow-up section in the
inquiry form.

 You can specify criteria conditions from more than one section at a time. The search
criterion contains all the fields which are present on the Inquiry entry form.

 The report is by default sorted on Date but you can sort it on Inquiry Number,
Name, Telephone Number, Date etc.
Follow-up Report

This report displays follow-ups which have been done executive-wise.

 You can find out the number of converted inquiries executive-wise. This helps is
appraising executives and finding out executive-wise conversion ratio.

 The report is by default sorted on the executive name but can be sorted on Inquiry
number, date, time, Action and Name.

 You can specify criteria conditions from more than one section at a time. The search
criterions include all the pages present in the Inquiry Entry form.

Inquiry Status

You can use this report to track your inquires prospect-wise.

 This report shows you actions done with a particular prospect date-wise.

 The default report is sorted on date but you can sort on Action, follow-up, executive
and Response of the inquiry.

 You can specify criteria conditions from more than one section at a time. The search
criterions include all the pages present in the Inquiry Entry form.

Executive Performance Details

You can use this report to track your executive performance and their day-to-day activity.

 This report shows you actions done with a particular prospect date-wise.

Page 8 SRM Systems & Software P Ltd.

Project Specification Page9
 The default report is sorted on date but you can sort on Action, follow-up and
Response of a particular prospect.

Page 9 SRM Systems & Software P Ltd.