Attachment A — SOQ Training Management System Proposal
Prepared by HK, Chief Solution Officer (AIEE.DEV) — SOQ Integrated TMS proposal and requirements baseline, August 2026.
Attachment metadata
| Field | Value |
|---|---|
| Attachment | A — SOQ Training Management System Proposal |
| Title | SOQ International Academy x Integrated Training Management System |
| Prepared by | HK — Chief Solution Officer, AIEE.DEV |
| Prepared for | SOQ International Academy |
| Date | August 2026 |
| Attached to | AIEE.DEV CRD Proposal v1.0 |
| Status | Requirements and solution baseline — do not change business intent without SOQ approval |
| Original document | SOQ_Training_Management_System_Proposal.pdf |
Document summary (HK proposal)
HK’s proposal defines one connected platform for SOQ’s full training lifecycle — from first enquiry through SWDA claim and Xero accounting entry.
| Element | Proposal detail |
|---|---|
| Applications | 3 — Admin Workspace, Student Portal, Trainer Portal |
| Integration layers | 2 — SWDA/WSQ Integration Hub, Xero |
| Capability areas | 13 (mapped one-to-one to SOQ scope) |
| Timeline | 20 weeks kickoff to production go-live |
| Implementation | S$250,000 fixed (Admin S$100k - Student S$100k - Trainer S$50k) |
| Annual recurring | S$43,000 (maintenance S$25k + AWS S$18k) in HK list proposal |
| SLA | 99.9% uptime in HK list proposal |
Executive thesis: One student record, one course record, one order — shared by portal, admin, student and trainer applications, the SWDA hub, and Xero. WSQ funding evidence is captured at source, not assembled at claim time.
Accountable delivery lead (document author):
| Name | Role | Responsibility |
|---|---|---|
| HK | Chief Solution Officer | Solution design, delivery leadership, SWDA/Xero integration strategy |
Structured requirements (from Attachment A)
The sections below extract and structure the functional scope from HK’s proposal for engineering traceability.
1. Solution Overview
The proposed solution will support SOQ’s complete training lifecycle across diploma programmes, short courses, and WSQ-supported courses.
It will comprise the following systems:
| System | Primary Purpose |
|---|---|
| Course Website and Registration Portal | Course discovery, enquiries, applications and registrations |
| Training Management Admin Portal | Programme setup, course scheduling, admissions, enrolment and student administration |
| CRM and Sales Management | Manage enquiries, leads, follow-ups, opportunities and sales commissions |
| Student Learning Portal | Learning materials, assessments, classes, attendance and certification |
| Trainer Portal | Trainer scheduling, course delivery, attendance, assessment and fee reporting |
| SWDA/WSQ Integration Hub | Government grant, attendance, assessment, completion and SkillsFuture Credit integration |
| Finance and Xero Integration | Course orders, invoices, payments, refunds and accounting integration |
| Reporting and Platform Administration | Dashboards, reports, permissions, audit logs and system configuration |
Since 1 July 2026, SkillsFuture Singapore and Workforce Singapore have been merged into the Skills and Workforce Development Agency (SWDA). The proposal uses “SWDA/WSQ Integration”, while recognising legacy SSG or WSG portal and API names may still apply.
2. Course Website and Registration Portal
Public-facing portal for prospective students to discover courses, submit enquiries and complete applications.
2.1 Course Catalogue
| # | Requirement |
|---|---|
| 1 | Diploma programme listing |
| 2 | Short course listing |
| 3 | WSQ-supported course listing |
| 4 | Course categories and areas of study |
| 5 | Course overview, learning outcomes and entry requirements |
| 6 | Programme structure and modules |
| 7 | Course duration and training schedule |
| 8 | Training mode, venue and available course runs |
| 9 | Trainer information, where applicable |
| 10 | Course fees, subsidies and estimated net fees |
| 11 | Available seats and registration closing dates |
| 12 | Course comparison and enquiry submission |
2.2 Applicant Account and Identity
| # | Requirement |
|---|---|
| 1 | Account registration using email or mobile number |
| 2 | Singpass login for eligible Singapore-based applicants |
| 3 | Support for overseas applicants without Singpass |
| 4 | Applicant profile and contact information |
| 5 | Citizenship and residency information |
| 6 | Employment and education details |
| 7 | Supporting document upload |
| 8 | Consent and declaration management |
| 9 | Application and registration history |
2.3 Diploma Programme Application
| # | Requirement |
|---|---|
| 1 | Online application form |
| 2 | Entry requirement validation |
| 3 | Academic and professional document submission |
| 4 | Application fee collection, where applicable |
| 5 | Application screening |
| 6 | Internal review and approval |
| 7 | Interview or assessment scheduling |
| 8 | Offer letter generation |
| 9 | Applicant acceptance or rejection of offer |
| 10 | Course fee payment |
| 11 | Enrolment confirmation |
| 12 | Application status tracking |
| 13 | Withdrawal, deferment and intake transfer requests |
2.4 Short Course Registration
| # | Requirement |
|---|---|
| 1 | Select course run and schedule |
| 2 | Enter participant information |
| 3 | Individual or corporate-sponsored registration |
| 4 | Promotional code and discount application |
| 5 | Course fee calculation |
| 6 | Online payment |
| 7 | Registration confirmation |
| 8 | Waitlist management |
| 9 | Cancellation, replacement and transfer requests |
2.5 WSQ Course Registration
| # | Requirement |
|---|---|
| 1 | Singpass authentication |
| 2 | Participant identity verification |
| 3 | Eligibility assessment for government course fee subsidies |
| 4 | Calculation of estimated subsidised course fees |
| 5 | SkillsFuture Credit payment or claim integration |
| 6 | Employer-sponsored registration |
| 7 | Grant application submission |
| 8 | Registration and funding status tracking |
| 9 | Declaration and supporting document submission |
| 10 | Exception handling for unsuccessful eligibility or grant checks |
Singpass, subsidy and SkillsFuture Credit functions depend on APIs and access granted to SOQ.
3. Training Management Admin Portal
Main operational system for SOQ management, academic, admissions and course administration teams.
3.1 Programme and Course Management
| # | Requirement |
|---|---|
| 1 | Create and maintain diploma programmes and short courses |
| 2 | Identify WSQ-supported and non-WSQ courses |
| 3 | Define programme structure and academic modules |
| 4 | Configure module credits, duration and contact hours |
| 5 | Define prerequisites and entry requirements |
| 6 | Configure learning outcomes |
| 7 | Configure assessment and completion requirements |
| 8 | Maintain course versions and effective dates |
| 9 | Configure trainer qualification requirements |
| 10 | Manage course fees, subsidies, discounts and taxes |
| 11 | Manage certification rules |
| 12 | Manage programme and course approval status |
3.2 Course Run and Intake Planning
| # | Requirement |
|---|---|
| 1 | Create diploma intakes and student cohorts |
| 2 | Create individual short course runs |
| 3 | Define registration opening and closing dates |
| 4 | Configure minimum and maximum class sizes |
| 5 | Plan lesson and assessment schedules |
| 6 | Assign classrooms, training locations or Zoom sessions |
| 7 | Manage public holidays and blackout dates |
| 8 | Detect trainer, classroom and schedule conflicts |
| 9 | Waitlist and seat allocation management |
| 10 | Course run cancellation or rescheduling |
| 11 | Student notifications for schedule changes |
| 12 | Academic and operational calendar |
3.3 Trainer Rostering
| # | Requirement |
|---|---|
| 1 | Trainer profile and qualification records |
| 2 | Trainer availability management |
| 3 | Match trainer qualifications to course requirements |
| 4 | Assign lead and assistant trainers |
| 5 | Trainer workload planning |
| 6 | Conflict detection |
| 7 | Substitute trainer assignment |
| 8 | Trainer acceptance of assignments |
| 9 | Teaching-hours calculation |
| 10 | Trainer check-in and check-out records |
| 11 | Trainer fee and commission calculation |
3.4 Admissions Management
| # | Requirement |
|---|---|
| 1 | Central application queue |
| 2 | Separate workflows for diploma and short courses |
| 3 | Application completeness checking |
| 4 | Entry requirement validation |
| 5 | Supporting document review |
| 6 | Interview and assessment management |
| 7 | Reviewer assignment |
| 8 | Application approval or rejection |
| 9 | Offer letter generation |
| 10 | Offer acceptance tracking |
| 11 | Payment and deposit verification |
| 12 | Student number generation |
| 13 | Conversion from applicant to enrolled student |
| 14 | Withdrawal, deferment and intake transfer processing |
| 15 | Complete approval and decision history |
3.5 Module Exemption and Fee Waiver
| # | Requirement |
|---|---|
| 1 | Retrieve the student’s previous learning records |
| 2 | Match previously completed modules against the new programme |
| 3 | Check whether an equivalent module was completed within the preceding 18 months |
| 4 | Configurable module equivalency rules (18-month validity must be configurable, not hard-coded) |
| 5 | Supporting evidence and transcript review |
| 6 | Academic approval workflow |
| 7 | Full or partial module exemption |
| 8 | Automatic adjustment of the student’s study plan |
| 9 | Automatic waiver of the corresponding module fee |
| 10 | Revised invoice and payment schedule |
| 11 | Exemption letter generation |
| 12 | Complete audit trail of decisions and fee adjustments |
3.6 Enrolment and Class Management
| # | Requirement |
|---|---|
| 1 | Enrol students into programme intakes or course runs |
| 2 | Assign students to classes and modules |
| 3 | Class transfer and replacement |
| 4 | Waitlist promotion |
| 5 | Student status management |
| 6 | Deferment, suspension, withdrawal and completion |
| 7 | Attendance requirements |
| 8 | Assessment eligibility |
| 9 | Completion status |
| 10 | Class and student communication |
| 11 | Bulk upload and bulk updates |
3.7 Student 360
Consolidated view: personal and contact information; citizenship and residency; employer or sponsor; enquiries and CRM history; applications and offer letters; current and previous enrolments; diploma programmes and modules; short courses and WSQ courses; attendance records; assessment results; learning progress; module exemptions; funding and subsidy information; SkillsFuture Credit payment status; orders, invoices, payments and refunds; certificates and transcripts; documents and declarations; communications, notes and follow-up activities; withdrawal or disciplinary records; complete activity history.
3.8 Attendance Management
| # | Requirement |
|---|---|
| 1 | Session-level attendance records |
| 2 | Student self-check-in using QR code or one-time code |
| 3 | Trainer-recorded attendance |
| 4 | Manual attendance adjustment |
| 5 | Late arrival and early departure recording |
| 6 | Attendance verification and approval |
| 7 | Trainer check-in and check-out |
| 8 | Supporting evidence upload |
| 9 | Attendance percentage calculation |
| 10 | Minimum attendance requirement validation |
| 11 | Absence alerts and follow-up |
| 12 | Make-up session management |
| 13 | Submission of required attendance records to SWDA |
| 14 | Attendance reconciliation and exception management |
3.9 Assessment and Certification
| # | Requirement |
|---|---|
| 1 | Assessment schedule |
| 2 | Online and offline assessment records |
| 3 | Assignment and examination management |
| 4 | Assessment submission |
| 5 | Trainer marking and moderation |
| 6 | Pass, fail and resubmission rules |
| 7 | Competent or Not Yet Competent outcomes for applicable courses |
| 8 | Result approval and release |
| 9 | Appeals and reassessment |
| 10 | Course completion validation |
| 11 | Certificate and transcript generation |
| 12 | Digital certificate support |
| 13 | Certificate verification |
| 14 | Certificate revocation or replacement |
| 15 | Submission of assessment and completion outcomes to SWDA where required |
4. CRM and Sales Management
CRM manages prospective students before enrolment; TMS is the primary operational record after enrolment.
Lead and Enquiry Management
| # | Requirement |
|---|---|
| 1 | Capture enquiries from website forms |
| 2 | Manual lead creation |
| 3 | Import existing records from Privyr |
| 4 | Capture source, campaign and referral information |
| 5 | Individual and corporate leads |
| 6 | Course enquiry tracking |
| 7 | Duplicate lead detection |
| 8 | Lead qualification |
| 9 | Lead status and priority |
| 10 | Lead activity timeline |
4.2 Lead Assignment and Tagging
| # | Requirement |
|---|---|
| 1 | Manual assignment to sales agents |
| 2 | Automatic assignment by course, market, language or customer type |
| 3 | Round-robin lead distribution |
| 4 | Reassignment and escalation |
| 5 | Automatic customer-type tagging |
| 6 | Manual tags |
| 7 | Lead scoring |
| 8 | Follow-up reminders |
| 9 | Unattended lead alerts |
4.3 Opportunity Management
| # | Requirement |
|---|---|
| 1 | Convert qualified enquiries into opportunities |
| 2 | Link opportunities to courses or programme intakes |
| 3 | Record expected course fees and probability |
| 4 | Track application progress |
| 5 | Follow-up tasks and appointments |
| 6 | Lost opportunity reasons |
| 7 | Opportunity pipeline |
| 8 | Convert opportunity into an application |
| 9 | Convert successful applicants into students |
| 10 | Retain the complete enquiry-to-enrolment history |
4.4 Communication and Follow-Up
| # | Requirement |
|---|---|
| 1 | Email and SMS templates |
| 2 | WhatsApp integration, if required |
| 3 | Appointment scheduling |
| 4 | Automated follow-up sequences |
| 5 | Application reminder |
| 6 | Payment reminder |
| 7 | Course commencement reminder |
| 8 | Communication history |
| 9 | Marketing consent and opt-out management |
4.5 Sales Commission Management
| # | Requirement |
|---|---|
| 1 | Commission plans by programme, course or salesperson |
| 2 | Fixed-value or percentage-based commission |
| 3 | Commission eligibility rules |
| 4 | Commission based on registration, payment or course commencement |
| 5 | Clawback rules for refunds and withdrawals |
| 6 | Split commission between multiple agents |
| 7 | Commission review and approval |
| 8 | Monthly commission statement |
| 9 | Export to payroll or accounting |
| 10 | Commission dashboard and reports |
4.6 CRM Reports
| # | Requirement |
|---|---|
| 1 | Leads by source and course |
| 2 | Lead response time |
| 3 | Lead-to-application conversion |
| 4 | Application-to-enrolment conversion |
| 5 | Sales pipeline |
| 6 | Enrolment value by sales agent |
| 7 | Lost opportunity reasons |
| 8 | Campaign performance |
| 9 | Sales target versus actual |
| 10 | Commission summary |
5. Student Learning Portal
5.1 Student Dashboard
Current programmes and courses; upcoming classes; outstanding assessments; attendance status; announcements; outstanding payments; learning progress; recently issued certificates.
5.2 Course Schedule and Virtual Classes
Personal timetable; course and module schedules; classroom and venue information; Zoom meeting links; calendar view; add sessions to personal calendar; schedule change notifications; class reminders.
5.3 Learning Content
Course materials; notes and presentation slides; reference documents; recorded lessons; video streaming; download restrictions; content release by date or progress; completion tracking; content acknowledgement.
5.4 Online Assessment
Quizzes and tests; assignments and file submissions; timed assessments; multiple attempts and resubmissions; automatic and trainer-based marking; results and feedback; assessment history; appeal or reassessment request.
5.5 Collaboration and Engagement
Course discussion boards; student-to-trainer questions; class announcements; Pigeonhole Live integration; polls, questions and feedback; moderated discussions; notifications of new responses.
5.6 Attendance and Check-In
QR code or one-time-code check-in; view personal attendance; submit absence reasons; upload supporting documents; request attendance correction; receive attendance shortage alerts.
5.7 Learning History and Certification
Current and completed courses; completed modules; module exemptions; attendance history; assessment results; certificates and transcripts; digital certificate download; certificate verification link; continuing education record.
5.8 Student Self-Service
Update permitted profile information; upload documents; view application and enrolment status; accept offer letters; make course payments; view invoices and receipts; submit withdrawal, deferment or transfer requests; submit support enquiries.
6. Trainer Portal
6.1 Trainer Profile
Personal and contact information; qualifications and certifications; areas of expertise; approved courses; supporting documents; availability; contract and fee arrangement; certification expiry reminders.
6.2 Trainer Roster
Personal teaching schedule; assigned classes and sessions; calendar view; accept or decline assignments; availability submission; schedule change notification; substitute assignment.
6.3 Course Delivery
View course and module details; access trainer materials; view lesson plans; view enrolled student list; view approved student accommodations or exemptions; start Zoom classes; publish announcements; submit session notes.
6.4 Attendance Management
Trainer check-in and check-out; record student attendance; verify student self-check-ins; record late arrival and early departure; amend attendance with reasons; upload supporting evidence; submit attendance for approval; view attendance exceptions.
6.5 Assessment and Results
View assessment requirements; review student submissions; mark assessments; record competency outcomes; provide feedback; manage resubmissions; submit results for moderation or approval; view result submission status.
6.6 Trainer Fees and Commission
Calculate fees based on approved training hours; different rates by course or trainer; additional fee and allowance entry; commission calculation, where applicable; monthly earnings statement; trainer invoice or claim submission; review and approval status; payment history; export approved amounts to Xero.
7. SWDA/WSQ Integration Hub
Because government integration may involve more than 40 APIs, this should be designed as a dedicated integration layer rather than embedding individual API calls throughout the system.
7.1 API Integration Management
| # | Requirement |
|---|---|
| 1 | Secure API authentication and credential management |
| 2 | Sandbox and production environment configuration |
| 3 | API request and response logging |
| 4 | Data mapping and validation |
| 5 | Scheduled and real-time submissions |
| 6 | Automatic retry for temporary failures |
| 7 | Duplicate submission prevention |
| 8 | API version management |
| 9 | Error queue and manual resubmission |
| 10 | Operational monitoring and alerts |
7.2 Functional Integration Areas
Course and course-run information; trainee registration; identity and eligibility verification; government subsidy eligibility; grant application submission; grant status enquiry; SkillsFuture Credit claim and payment; course fee and funding information; enrolment updates; withdrawal and cancellation; session and attendance submission; assessment result submission; course completion submission; certification information; claim, disbursement and payment status; reconciliation and exception handling.
7.3 Integration Operations Dashboard
Submission status by course run; pending and rejected transactions; missing information alerts; grant application status; attendance submission status; completion submission status; funding and disbursement status; API error details; resubmission controls; complete integration audit trail.
Final API list confirmed during discovery against SOQ’s approved SWDA subscriptions, operating model and course types.
8. Finance and Xero Integration
8.1 Course Order Management
Create an order upon application or registration; individual and corporate-sponsored orders; course fee breakdown by module; subsidy and grant deductions; SkillsFuture Credit allocation; discounts and promotional codes; module exemption fee waivers; deposits and instalment plans; order amendment and approval; order cancellation.
8.2 Billing and Payment
Invoice generation; online payment gateway integration; payment status tracking; partial and instalment payments; corporate billing; receipt generation; credit notes; refund processing; outstanding payment reminders; ageing report; financial holds on enrolment or certification.
8.3 Xero Integration
Synchronise students and corporate sponsors as Xero contacts; create Xero invoices from approved TMS orders; update invoice status when payment is recorded; synchronise payments and credit notes; post approved refunds; post trainer fees or supplier bills where required; map course revenue to Xero account codes; map taxes and tracking categories; reconciliation dashboard; failed transaction handling; synchronisation history and audit log.
Rule: TMS owns course pricing, subsidies, exemptions and orders. Xero remains the accounting system of record for invoices, payments, credit notes and financial reporting.
9. Reporting and Dashboards
9.1 Management Dashboard
Applications and enrolments; active students; upcoming course runs; course capacity and utilisation; attendance and completion rates; assessment and pass rates; revenue and outstanding payments; subsidy and grant status; trainer utilisation; sales performance.
9.2 Academic and Operations Reports
Programme and course-run report; enrolment report; student progress report; attendance report; assessment result report; completion and certification report; withdrawal and deferment report; module exemption report; trainer roster and teaching-hours report; classroom utilisation report.
9.3 SWDA/WSQ Reports
Trainee registration status; grant application status; attendance submission status; assessment and completion status; funding and disbursement report; rejected or incomplete submission report; reconciliation report; API transaction report.
9.4 Financial and Sales Reports
Course revenue; revenue by programme and intake; subsidy and SkillsFuture Credit utilisation; outstanding invoices; refund and withdrawal amounts; lead conversion; sales agent performance; sales commission; corporate-sponsored enrolments.
10. User Management and Shared Platform Services
10.1 User and Access Management
User account management; role-based access control; department and team-based permissions; access by programme or course; data-level restrictions; account activation and deactivation; password and session policies; multi-factor authentication; Singpass authentication where applicable; delegated approval authority.
Typical roles: System Administrator, Management, Academic Administrator, Course Administrator, Admissions Officer, Sales Manager, Sales Agent, Finance Officer, Trainer, Student, Auditor or Read-Only User.
10.2 Workflow and Approval Management
Configurable application workflows; offer approval; module exemption approval; fee waiver and discount approval; refund approval; attendance adjustment approval; assessment result approval; trainer fee approval; escalation and delegation; approval history.
10.3 Notifications and Document Management
Email, SMS and in-app notifications; configurable notification templates; offer letters; enrolment confirmation; invoices and receipts; attendance alerts; course reminders; certificates and transcripts; central document repository; document versioning and access controls.
10.4 Governance and Audit
Complete user activity log; record creation and change history; approval audit trail; integration transaction logs; personal data access logs; consent management; data retention settings; data export and anonymisation; PDPA-aligned access and handling controls.
Recommended System Boundary (Customer)
To avoid unnecessary duplication, SOQ can operate with three main user-facing applications:
- SOQ Admin Workspace — TMS, CRM, admissions, finance operations, reporting and administration
- SOQ Student Portal — Registration, learning, attendance, payments and certification
- SOQ Trainer Portal — Rostering, course delivery, attendance, assessment and trainer fees
The SWDA/WSQ integration layer and Xero integration should operate behind these applications as shared services.
End of Attachment A
Attachment A is the SOQ TMS proposal and requirements baseline, prepared by HK, Chief Solution Officer, AIEE.DEV. Original PDF: SOQ_Training_Management_System_Proposal.pdf