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The Certified PFM Operator course is designed for school staff who use Private Funds Manager (PFM) and want to ensure they are using the system efficiently, accurately and in line with recommended procedures.

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It is suitable for new users, new finance staff, or existing users who would like to formalise and strengthen their knowledge of the system.

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The course focuses on the practical, day-to-day operation of PFM, covering the essential workflows needed to manage private funds, process transactions correctly and produce reliable reports. By understanding the system structure and following best-practice processes, users will be able to work more confidently and reduce common errors and support queries.

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The training is delivered as a 2–3 hour session and provides a structured overview of the main functions within the system.

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The goal of this course is to enable users to operate PFM confidently on a daily basis, produce reliable records and reports, and follow clear, consistent processes when managing private funds.

 

Course Modules

Module 1 – Platform Overview

Understanding the purpose and structure of the system.

• What Private Funds Manager is designed to solve
• User roles and responsibilities
• System architecture – menus, screens and navigation

 

Module 2 – System Configuration

Setting up the system correctly to ensure accurate processing.

• Account structure – short codes and bank accounts
• Data standards and naming conventions (best practice)
• Student links

 

Module 3 – Core Workflows

Learning the key operational tasks used in day-to-day fund management.

• Data entry and validation – receipts
• Data entry and validation – payments
• Transfers, direct postings, interest and charges
• Managing suppliers, responsible persons and staff
• Common mistakes and how to avoid them

 

Module 4 – Online Payments (Optional)

Working efficiently with online payment systems.

• Processing lump sums from online payment reports
• Settings within online payment systems for automatic processing
• Exporting and importing data into PFM – checks and verification

 

Module 5 – Reporting Basics

Producing clear and reliable information from the system.

• Standard reports explained
• Exporting data for further analysis or reporting

 

Outcome

By the end of the course participants will:

• Understand the structure and purpose of the PFM platform
• Carry out the key daily workflows correctly and efficiently
• Apply best practice when entering and validating financial data
• Process online payment data where applicable
• Generate and export standard reports with confidence

 

Participants who complete the course will have the knowledge required to operate Private Funds Manager reliably in a school environment and maintain accurate private fund records.