Rifkins Education College · November 2026
Project Roadmap
Billing and fee management module for the Rifkins College grading system.
01
Current System
Administrative system
Visual Basic · Legacy desktop application
- Admissions
- Billing
- Receipts
- Credit notes
- Statements
- Daily report
Grading system
PHP · MySQL
- Students
- Courses
- Units
- Marks
- Transcripts
- Student portal
02
Proposed System
Native billing and fee management module · Single shared database · Role-based online access
Existing grading functionality retained
03
Roadmap Overview
5 phases · approximately 7 weeks
- Week 1
Review and Foundation
Codebase audit, security assessment, schema update, access control.
- Weeks 2–3
Admissions and Billing
Admissions, invoicing, course and fee management.
- Weeks 4–5
Payments and Reports
Receipting, credit notes, statements and reporting.
- Weeks 6–7 Go-live
Data Migration and Go-Live
Data migration, reconciliation, UAT and deployment.
- After launch
Training and Support
Training, defect fixes and backups.
Select a phase for details
Review and Foundation
- Audit of the grading system's codebase and database
- Security assessment prior to online deployment
- Schema update: alphanumeric admission number as the primary student identifier
- Role-based access control: administrator, front desk, receptionist, uploader and student
- Staging environment, isolated from the live system
Codebase auditReviewed
Database schemaReviewed
Admission number fieldNumeric → alphanumeric
AuthenticationSecured
Access control5 roles
Staging environmentReady
Admissions and Billing
- Student admission with a printable admission form
- Automatic admission number generation from system settings
- Admission fee invoiced on admission, full payment required
- Enrolment validation until the admission fee is settled
- Course fees invoiced on enrolment, with instalment support
- Separate fee items: examinations, attachment, accessories, replacement cards
- Price versioning: fee changes apply to new invoices only
MSA-2026/11-2032Payments and Reports
- Receipting for cash, bank and M‑Pesa, with slip or transaction reference
- Receipt reprint by admission number
- Credit notes and discounts as ledger adjustments
- Student fee statements, searchable by name or admission number
- Daily collections report, grouped by banking, cash and M‑Pesa
Rifkins Education College
Digo Road, Mombasa
ReceiptMSA-RNo.26637
StudentMSA-2026/11-2032
Paid byM‑Pesa
Admission fee2,500.00
Total2,500.00
Daily report · 05 Nov 2026
Banking
Cash
M‑Pesa
Total
Data Migration and Go-Live
- Migration of students, balances, invoices and receipts
- Record matching between grading and billing data
- Reclassification of legacy discount and fee entries
- Balance reconciliation against the legacy system
- User acceptance testing (UAT) and production deployment
✓ Balances reconciled
Training and Support
Role-based training · Post-launch support
User training
Role-based training sessions.
Defect fixes
Post-launch fixes for issues within scope.
Automated backups
Daily automated database backups.
Documentation
Technical documentation for your team.
04
User Roles and Permissions
| Admin | Front desk | Receptionist | Uploader | Student | |
|---|---|---|---|---|---|
| Admit and bill students | ✓ | ✓ | – | – | – |
| Take payments and print receipts | ✓ | ✓ | – | – | – |
| Assign a course (billed automatically) | ✓ | ✓ | – | – | – |
| Edit names, change courses, discounts, credit notes | ✓ | – | – | – | – |
| Add units to a student | ✓ | – | – | – | – |
| View and print statements | ✓ | ✓ | ✓ | – | – |
| Upload marks for a unit | ✓ | – | – | ✓ | – |
| View own results and courses | – | – | – | – | ✓ |
05
Requirements From Rifkins College
- ⌘
Grading system
Source code and database export.
- ⇄
Administrative data
Database export of the current administrative system.
- ☁
Hosting environment
Access to the current hosting environment.
- ⎙
Print layouts
Receipt, admission form, statement and daily report.
06
Next Steps
Full proposal and quotation attached to our email.