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Recommendation Report: Salon Software Upgrade

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Salon Software Upgrade for Cosmetology Department: a recommendation report
Prepared by: Erika Saylor cosmetology aide, gateway technical college
Salon Software Upgrade for Cosmetology Department: a recommendation report
Prepared by: Erika Saylor cosmetology aide, gateway technical college
2015
2015

Salon Software Upgrade for Cosmetology Department:

Prepared for: Terry Simmons, Dean of Service Occupations
Gateway Technical College

Prepared by: Erika Saylor, Cosmetology Departmental Aide
Gateway Technical College

April 7, 2015

Table of Contents Summary iii Introduction iv
Purpose iv
Scope iv
Salon Software iv
Background v Software Reviews vi
Criteria vi
SuperSalon Software viii Student Course Completion Management viii Time-clock Tracking & Reporting viii Client Management viii Appointment Scheduling viii Gift Certificates & Cards ix Retail & Inventory Barcode Management ix Point-of-Sale ix Online Software Backup ix Price ix
GuestVision Software x Student Course Completion Management x Time-clock Tracking & Reporting x Client Management x Appointment Scheduling x Salon Management Reports x Gift Certificates & Cards xi Retail & Inventory Barcode Management xi Point-of-Sale xi Online Software Backup xi Pricing xi
Millennium Software xii Student Course Completion Management xii Time-clock Tracking & Reporting xii Client Management xii Appointment Scheduling xii Salon Management Reports xii Gift Certificates & Cards xii Retail & Inventory Barcode Management xiii Point-of-Sale xiii Online Software Backup xiii Price xiii Conclusion xiv Recommendation xiv Works Cited xv Appendix A xvi Appendix B xvii Appendix C xviii

Summary

The purpose of this report is to examine the options for salon software upgrade for the Cosmetology Department at Gateway Technical College. The basic requirements for the software include student course completion management, time-clock tracking & reporting, client management, appointment scheduling, salon management reports, gift certificates & cards, retail and inventory barcode management, point-of-sale (P.O.S), and online software backup. The salon software that met these requirements is Guest Vision software. Other software researched that did not meet the required criteria were SuperSalon software, and Millennium software. SuperSalon software didn’t qualify because it lacked course completion tracking and back-up system. Millennium software was eliminated due to not having time-clock management, gift card transaction accessibility or a software backup system.

Introduction

Purpose
The purpose of this report is to examine the options of salon software for the Cosmetology Department at Gateway Technical College, and make a recommendation based on effectiveness, performance, and value. This report will compare three salon software programs using the basic requirements and expense to determine a recommendation.

Scope
Three salon software companies have been examined. These software companies must offer the following criteria: student course completion management, time-clock tracking & reporting, client management, appointment scheduling, salon management reports, gift certificates & cards, retail and inventory barcode management, point-of-sale (P.O.S), and online software backup.

Salon Software * SuperSalon Software * GuestVision Software * Millenium Software

| SuperSalon Software(SuperSalon.com) | GuestVision Software(GuestVision.net) | Millennium Software(Harms-Software.com) | Course Completion | | √ | √ | Time Clock Management | √ | √ | | Client Management | √ | √ | √ | Appointment Scheduling | √ | √ | √ | Salon Managerial Reports | √ | √ | √ | Gift Certificates & Gift Cards | √ | √ | √ | Retail/Inventory Maintenance | √ | √ | √ | Point of Sale System | √ | √ | √ | Online Software Backup | | √ | |

Background

The current software being utilized by the Cosmetology department is out dated, and no longer beneficial to the management and productivity of the program and student salon. I felt that it would be valuable to the program, faculty, staff and student body to research up-to-date software options that are available to replace the current software.

Software Reviews

Criteria
The criteria that is required for the salon software includes: * Student Course Completion Management * Time-clock Tracking & Reporting * Client Management * Appointment Scheduling * Salon Management Reports * Gift Certificates & Cards * Retail & Inventory Barcode Management * Point-of-Sale * Online Software Backup

The new software must be able to monitor student performance, grades for all theory and practical exams, academic progress, and attendance tracking. The ability to manage and access student records easily allows instructors to follow each student’s progress through out each course, as well as the program.

Time-clock tracking and reporting is needed to comply with the Federal Student Aid policy and procedures for disbursement of financial aid based on the successful completion of term weeks and clock hours. This policy/procedure states that students seeking a license in programs that are based on clock hours not credit hours will have financial aid released to them only after completing a set amount of clock hours and number of weeks (Fafsa.edu.gov). It will also increase accountability among students by eliminating the ability to “buddy-punch” when clocking in/out for class and breaks.

Client management is a necessary component of any salon software. It provides access to an up-to-date client profile, including birthdate, address, and telephone numbers, and email. Records chemical formulas, notes, preferences, services and product purchases. Being knowledgeable about clients helps to improve customer satisfaction, which increases retention rates.

An appointment scheduling system that can maintain a minimum of 100 students, and show all scheduled appointments on one screen is necessary to simplify student availability and guest scheduling. It will allow staff and Instructors to maintain control of the student lab by viewing the amount of clients booked, as well as individual student schedules.

Comprehensive salon management reports will help staff and Instructors analyze financial performance and other useful information needed to successfully run and grow the salon.

Gift certificate and gift card are additional ways to create revenue for the salon. Salon software management makes it easier to track and manage gift certificates and gift cards by automatically syncing the balance to the clients’ profile.

Inventory management is vital to the success and profitability of the cosmetology department by saving staff time and reducing shrinkage. It allows easy management of vendors, product inventory, and gives an accurate reflection of salon product usage. Assigning barcodes and price tags to inventory and retail will prevent fewer inventory and transaction mistakes.

A point-of-sale system is invaluable tool to ensure seamless management of all sales. A point- of-sale system that is connected with client profiles, ensures a faster check-in and check-out time for clients.

Daily back-up of salon data is important to ensure business continuity in the event that electronic records are loss. The service will allows the storage of all business records off sight, with easy accessibility from another computer.

SuperSalon Software
(SuperSalon.com)

(PRWeb.com)

Student Course Completion Management
SuperSalon software does not offer software that monitors school operations and student performance.

Time-clock Tracking & Reporting
SuperSalon offers time-clock tracking & reporting with an all-in-one touch screen kiosk, including biometric validation to reduce time-clock manipulation. In addition to the kiosk, a finger print scanner can be acquired at an additional cost of $200.00 per scanner.

Client Management
The software offers a complete client management system with features that include: customer information lookup, chemical card recording, easy family check out, and member loyalty programs. It also includes an encrypted card reader to protect client information.

Appointment Scheduling
This software offers quick reference to client information and a convenient scheduling systems that allows management to oversee multiple schedules and services easily.

Salon Management Reports
SuperSalon provides customizable reporting specific to each salons needs. It also delivers trouble-free daily reports & deposits. As well as convenient daily and event triggered reports sent to management to ensure efficient accounts payable and accounts receivable recordings.

Gift Certificates & Cards
Fully customizable add-on program is available in addition to the required centralized customer data base at an additional cost.

Retail & Inventory Barcode Management
The software system comes pre-set with multiple product lines information already synced with the software. It allows multi-location electronic products orders and barcode labels to prevent inventory and retail theft.

Point-of-Sale
SuperSalon simplifies web-based management system with the ability to synchronize data information between multiple locations. It also offers easy account maintenance on- the-go. The point-of-sale system allows management to set alerts for potential service threats, and manage salon transactions while tracking student activity.

Online Software Backup
At this time SuperSalon does not offer an option for online software back up.

Price
The premium system of SuperSalon software retails at $3699.00. This price does not include an additional one-time, on-site set up fee of $899 & $200 hourly training. There are also monthly support fees of $70 monthly for the standard support package and guaranteed hardware replacement.
We are eligible for a school software discount of $1200.00, which will bring the total cost including installation, training, finger print scanner and shipping to $3293.00. This price does not include additional monthly fees of $70.00 (Daniell)

GuestVision Software
(GuestVision.net)

(GuestVision.net)

Student Course Completion Management
GuestVision software offers student management in the form of completed hours, but unfortunately does not offer a system for monitoring student course work and grades.

Time-clock Tracking & Reporting
The software offers a multi-terminal time clock system, as well as biometric finger print recognition to decrease “buddy sign-in” amongst students.

Client Management
The software carries the ability to offer basic client management services including general personal information, and chemical record keeping. GuestVision reports client demographic tracking to assist with customer satisfaction and future salon profits.

Appointment Scheduling
The software allows for easy scheduling of client appointments, student schedules and salon event’s by displaying easy to read graphics.

Salon Management Reports
GuestVision offers the GuestVision Dashboard, a program that provides report detailing major performance factors and how to improve the salon. Automated nightly reports are computed and sent to management.

Gift Certificates & Cards
GuestVision allows salons to process and track gift card information conveniently, without the assistance of third-party processing.

Retail & Inventory Barcode Management
The GuestVision system tracks inventory and product sales with a barcode scanning system to assist with the ordering processed based on current inventory records. Inventory orders are directly sent to vendors after orders are generated and emailed to salon management for approval.

Point-of-Sale
The point-of-sale system creates convenient guest check-in and check-out while simultaneously tracking student productivity in the salon. The software includes alerted commands for opening and end-of-the-day task reminders. Reconciliation reports are automatically generated at the end of the day with a deposit slip for efficient accounting records.

Online Software Backup
The software offers a web based central management system to back-up customer information and financial records.

Pricing
The cost of the system was estimated by Christopher Sanders, VP of Sales, at GuestVision Software to be around $13,453.72 with a monthly maintenance fee of $174.00. This price includes a school software discount of $500.00 and includes shipping. (Masterman)

Millennium Software
(Harms-Software.com)

Student Course Completion Management
Millennium software offers student tracking in the form of salon pre-booking and up-selling success, it does not allow management of student course work and grades.

Time-clock Tracking & Reporting
Millennium does not offer time-clock tracking or reporting at this time.

Client Management
In aspects of client management Millennium offers the ease of online appointment booking, basic customer information, customer rewards and automatic billing information updates for members.

Appointment Scheduling
Millennium creates functional, and easy to read up to the second booking management along with statistics and percentages of pre-booking’s and revenue opportunities for students and staff.

Salon Management Reports
The software offers quick and easy access to import reports with AccountSync, which gives the ability to set goals for students and track progress. Monitors 6 growth indicators making is easier to set and achieve student and salon goals.

Gift Certificates & Cards
There is no gift card management option available.

Retail & Inventory Barcode Management
The retail and inventory management system forecast slow moving products to increase product sales. There is the ability to set up order alerts when inventory levels near re-order status and even create automating purchase orders to send to distributors monthly.

Point-of-Sale
GuestVision customers have the ability to download its software at any time to any smart device in order to view current reports, sales and monitor all activities.

Online Software Backup
Millennium software does not currently offer a software back up.

Price
The software for GuestVision came out to $2699 for the basic software and hardware requirements. This price does not included the monthly subscription fee of $149.00 or the one-time $99 set up fee.

Conclusion
Staying technologically advanced is necessary to ensure program and student success in the Cosmetology department. The right salon software can eliminate staff work flow by collecting and managing data records to promote growth, retention, and minimized cost. It can also make managing student hours, grades, and attendance easier for Instructors. Most of the options researched would be sufficient to run the day-to-day business of the salon. However, choosing the correct salon software can mean the difference between having a computerized cash register and having a legitimate stress-reducing management tool working for you 24 hours a day. Most salons purchase computerized software only to realize a few years later that they have nothing more than a cash register on a computer. By investing in GuestVision software, the Cosmetology department will be working with a proven system that will maximize the software and potential of the salon.

Recommendation
Based on the findings of my research, I recommend the GuestVision software. Both SuperSalon and Millennium met most of the requirements, however fell short in multiple departments. GuestVision is the most expensive of the three, however student management was the top priority when conducting this research and is the main reason I am recommending it. *

Works Cited

Daniell, Steve. "Personal Interview." 5 March 2015.
Fafsa.edu.gov. 23 January 2015. 28 February 2015.
GuestVision.net. guest vision schools. 2010. 25 February 2015.
Harms-Software.com. Millenium for Cosmetology Schools. 2015. 25 February 2015.
Masterman, Kyle. Personal Interview. 26 February 2015.
PRWeb.com. Online Visibility from Focus. 21 October 2013. 4 March 2015.
SuperSalon.com. 2014. 25 February 2015.

Appendix A: SuperSalon

(SuperSalon.com)

(SuperSalon.com)
Appendix B: GuestVision

(GuestVision.net)

Appendix C: Millennium (Harms-Software.com)

(Harms-Software.com)

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...100 Great Marketing Ideas from leading companies around the world Jim Blythe 100 GREAT MARKETING IDEAS FROM LEADING COMPANIES AROUND THE WORLD Jim Blythe Copyright © 2009 Jim Blythe First published in 2009 by Marshall Cavendish Editions An imprint of Marshall Cavendish International 1 New Industrial Road, Singapore 536196 Other Marshall Cavendish offices: Marshall Cavendish Ltd. 5th Floor, 32–38 Saffron Hill, London RC1N 8FH, UK • Marshall Cavendish Corporation. 99 White Plains Road, Tarrytown NY 10591-9001, USA • Marshall Cavendish International (Thailand) Co Ltd. 253 Asoke, 12th Flr, Sukhumvit 21 Road, Klongtoey Nua, Wattana, Bangkok 10110, Thailand • Marshall Cavendish (Malaysia) Sdn Bhd, Times Subang, Lot 46, Subang Hi-Tech Industrial Park, Batu Tiga, 40000 Shah Alam, Selangor Darul Ehsan, Malaysia Marshall Cavendish is a trademark of Times Publishing Limited The right of Jim Blythe to be identified as the author of this work has been asserted by him in accordance with the Copyright, Designs and Patents Act 1988. All rights reserved No part of this publication may be reproduced, stored in a retrieval system or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior permission of the copyright owner. Requests for permission should be addressed to the publisher. The author and publisher have used their best efforts in preparing this book and disclaim liability arising directly and indirectly from...

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