Frequently Asked Questions (FAQ)

Question: What does the term cloud mean?

In layman’s terms, the term cloud means web-based or online access to software services. Cloud based solutions eliminate the need for a college to buy servers and individually install and run a management system on its own internal IT systems. Instead, OCMS is installed on remote servers, often housed in secure data centers operated by large service providers such as MTN, Vodacom, MTC or Telkom. All what a college requires is an Internet connection. Since the software service is online, it can be accessed anytime, anywhere and from any device (e.g. office computers, tablets, laptops or even smart phones), as long as there is Internet connectivity.

Question: How much do I pay for ICMS?

The cloud version of OCMS comes in three packages: Bronze, Silver and Gold. Bronze is the entry level package consisting of a rich set of features sufficient to automate the most common functions of a college such as admissions, exam management, lecturer loading and fees management. Gold offers the most comprehensive array of features, notable among them a state of the art SMS and Email alert module that allows the college to maintain contact with all its stakeholders. To access and use OCMS, you pay a flat monthly fee depending on the package you opt for and the number of students in your college. For a detailed outline of the features available and the monthly fee levied per student, please click here.

Question: How long does it take to implement OCMS in my college?

Once you have decided on a package and submitted a request for subscription, it takes 2 to 6 hours to setup your college. Conventional methods of acquiring this type of software take months, if not years.

Question: How do I pay for my service?

It is easy to pay for OCMS subscription. You can do an EFT transfer and send the proof of payment to accounts@optimalcloudsolutions.com. Once we confirm the payment, your account will be activated within 2- 6 Hours. We will soon make credit card payments as an option for making payments.

Question: How do I get support if something goes wrong?

You generate a support ticket using our state of the art online help desk. Depending on the severity of the problem, issues are usually resolved within 2 – 4 hours. Colleges on the Silver and Gold plans have access to an emergency telephone support.

Question: Is my college data safe?

Yes. We take data security and confidentially issues very seriously. OCMS is hosted on state of the art data centers with “Embassy” style physical security. Our hosting partner, AfriHost, relies on state of the art Tier 3 Data Centers, backed by MTN, one of the largest mobile phone companies in South Africa. All our online platforms are secured with industry strength SSL certificates. Your data is encrypted using 128 bit encryption.

Question: Can I Cancel the OCMS service?

Yes. OCMS uses a month to month contract, meaning you are not tied to lengthy contracts. You can cancel your service at the click of a button, no hidden fees, and no hassle.

Question: I have an existing system. How do I move the existing data to OCMS?

Optimal offers data migration assistance to those colleges on Silver and Gold plans. In a typical case, our data migration assistant requires you to provide existing data in excel format. Once we get the data, we upload it onto the OCMS databases and you are ready to add new data from then onwards.

Question: How do I get Training for my lecturers and staff?
Optimal Cloud Solutions maintains a large library of training manuals for all modules. OCMS is designed to be easy to use and apply. However, if need be, training can be conducted either at the college premises or at the Optimal Cloud Solutions training center. Instructor –led training attracts additional charges, usually negotiated between Optimal and the college.