biometric system for school

Explore Biometric System To Streamline School Operations

Biometric systems are fast gaining popularity in organizations across the world. But understand how a Biometric system can streamline school operations. It is important to first understand what it is.

The word biometric is derived from the Greek words bio meaning life and metric meaning to measure. Thus, Biometrics is a system that is used to identify the various physical and behavioral characteristics of a person. Instead of using traditional methods of identification such as ID cards, PIN numbers, and passwords – which can be easily hacked, a biometric system uses various physical traits of a person to identify them and provide them with access to a place or software. Thus a Biometric System can be used as either a foolproof identification system or authentication system.

There are different types of Biometric Systems ranging from the simple that many of us use on our phones or the more complicated ones that seek to recognize vein pattern, fingerprints, hand geometry, DNA, voice pattern, iris pattern, signature dynamics, face detection and lots more.

Today, Biometric sensors have established themselves as an essential feature of identity technology and this is one of the reasons that many organizations including schools are opting for them

How Does Biometric System Streamline School Operations?

1. Identification Of Students and Staff

One of the key benefits of using a biometric system is that it eliminated a significant portion of paperwork, formalities, and procedures associated with the creation of a traditional identity and authentication system. From collecting photographs, personal information, etc., it reduces the time the administration team spends to create identification formalities.

Additionally, these physical ID cards made by school are carelessly forgotten by the students, easily lost and often mutilated by the end of the academic year. However, the use of a fingerprint scanning system, these problems and costs are easily eliminated and new standards of accountability can be put into place.

2. Avoid the use of proxy attendance by the students

In many schools and colleges, a rampant problem is the lack of attendance by the students, who try to mask them by asking their peers to provide a proxy attendance for them.

In fact, in many examination halls, many proxy students have been caught writing exams on behalf of their friends and colleagues. This is especially common for entrance exams where there are hired professionals willing to write exams for students.

The use of a Biometric system is one of the most effective ways to address these shortcomings in the school attendance and examination system, thus ensuring a foolproof system in schools.

3. Easy management of attendance and time keeping

In every classroom across the world, teachers spend ten to fifteen minutes of precious teaching time in managing the attendance of the students. This includes taking attendance and keeping a record of the absentee students as well as the latecomers.

However, the use of a Biometric System makes this process a lot easier and faster.

Students can simply scan their fingerprints when entering and leaving the school or the classroom and the system will automatically take care of various details such as attendance, timing, late coming, leaving early, half days, etc.

4. Identifying the day-to-day movements and activities of the students

Throughout the course of the school day, students move from room to room – often accessing the computer library, the laboratory, borrowing books, visiting the school medical room, or being called to the school office and even traveling on the school transport.

It can be tedious to keep track of the various movements of the student. However, the use of a biometric system makes it easy to keep track of the students, as well as ensure that they do not get access to unauthorized parts of the school. Thus, the use of a biometric system can not only keep track of the movements of the students around the school, but it can also be used for student identification school events and practice sessions to out other students who don’t belong.

5. Maintaining privacy and security of school data

The school ERP software often has many confidential files and data related to the students and the teaching staff such as personal contact details, banking information, medical records, etc. Often the system also has essential administrative records such as financial records of the school, taxation details, land records, etc. The use of a biometric system as an authentication method ensures that only privileged persons have access to this essential information – which if leaked would hamper the day to day working of the school.

6. Visitor access to the school premises.

Creating a controlled environment is critical to maintaining a safe and secure school environment. Therefore it is essential to only allow access to authorized persons inside the school campus. Using a biometric system the various recurring visitors like visiting teachers, temporary professors, laborers, parents, or any other regular visitors can be accurately time-stamped and identified. The system will also ensure the school administrators that those entering their schools actually belong there and that the unauthorized persons can be correctly denied entry into the campus.

7. Cafeteria and Library Management

Today, many schools offer cafeteria services and it is often difficult for the cafeteria teams to keep track of the number of students eating or the placing order as this number can vary on a daily basis. However, the cafeteria can use biometric systems to eliminate this problem. By using the biometric system, the cafeteria can keep track of the students availing the meal facilities, vending machines and accurately report those while automatically adding the bill to the student’s account. This saves students the hassle of carrying exact change or keeping the money safe in class. By implementing a biometric system in the cafeteria there is an accurate report created of students accessing the meals, the students entitled to free or reduced meals.

Similarly, the school reference library and lending library houses thousands of books – often worth a lot of money. Librarians who can access to the biometric system can use the software instead of library cards to keep a track of students who have borrowed books, overdue books and well as all pending library late fees.

8. Transportation System

The use of a biometric system in a school transportation system ensures that only the authorized, background checked drivers and cleaners are on the bus. It also ensures that students enter the right bus. It avoids the danger of young students getting lost or getting off at wrong schools and bus stops.

These are just some of the various ways in which schools can not only streamline their day to day operations but, they can also ensure that the students remain safe, the data secure and the staff has a reduced workload.

HR management system for school

10 Key questions ask when choosing HR management system for school

Does your checklist cover everything it needs to before making a purchase?

Why is HR management system?

The HR management system is any type of tool, platform or application that is focused on managing the budgetary and personnel processes and needs of an organization. These are usually ERP software which helps organizations more efficiently manage their daily HR processes. They usually do this by automating processes wherever possible, while maintaining granular level rules, so as to reduce human time and labor investment. This is especially good for HR functions since so many of their processes are repetitive and thus ideal for automation.

Why do schools need an HR system?

It might seem like HR system would be more suited for large organizations, rather than a school. On a structural level, however, what is a school but a large organization? The institutional HR needs of a school are comparable to those of a large business. It thus makes logical sense that a school too would benefit from the implementation of an HR system.

Do we need a dedicated HR system for schools?

Earlier, one needed to purchase dedicated software whose core competency was limited to certain domains. However, with the release of increasingly versatile software and the growing use of technology, it makes sense that schools might want to invest in a single tool that works seamlessly across functions and departments at their institution. Keeping this in mind, modern school ERP software, like Fedena, often include features or plugins that are capable of handling educational institutions human resources needs. What is even better than when a school uses a school ERP software these HR features are customized to be aligned with typical school practices. No need to customize your HR management system to the working of a school system. Instead, your school ERP system doubles up as a fully functional  HR system right out of the box. Just plug and play!

Below we discuss in detail the key questions that need to be asked before purchasing your HR management system for school and why:

Question #1: Does it facilitate web-based recruitment?

In this modern world, paper-based applications and application processes like this are likely to edge schools out from acquiring the best candidates for the job. Increasingly, online applications are the norm. It also helps stay better organized, since all information and related documentation is stored in the HR system itself, making it easily accessible anywhere and any time.

This is also an important historical data that is useful for any school. Even applicants who might not be a good fit during a given round of hiring might become a better fit for another role or for another time. Building an internal database of talent is key to superlative hiring for schools.

Question #2: Can job applications be automatically screened based on keywords or qualifications?

Create better hiring processes for teachers and staff when you use technology in the right way. Your HR system should be able to dig into applications for keywords or phrases that signal that an applicant is qualified. Being able to automate this process reduces the time and labor burden on a human evaluator, while also being more efficient and blind to biases.

This is also valuable data for management to see what keywords and qualifications garner them higher quality applicants. Tailoring future job descriptions to these keywords is likely to increase this pool in hiring drives at the school, all thanks to the HR system.

Question #3: Will employees have self serve options available online (including on mobile devices) to request leave/vacations, view payroll information, and other activities?

A bureaucratic system is a broken one. Having complicated processes and long waits for simple HR tasks is a type of inefficiencies that should not be found in modern schools. With the right HR system, schools can automate entire processes such as requesting various types of information, applying for leaves or absences, etc. This means a reduction in the burden on human staff with simplistic administrative tasks and a more democratic process for teachers and staff seeking information or disbursal of leaves.

Furthermore, this is all valuable data for management, who can base many budgetary and personnel decisions based on this data being collected by the  HR system over a long period of time. Data-driven decision making is key to seeing actual success, instead of being stuck in a seemingly endless cycle of nothing getting resolved thanks to biases coming into play.

Question #4: Does it helps in managing the staff’s required professional development and credit history?

The clarity in financial information and professional development records are necessary for every employee of a school to be able to track their progress and personal growth at their institution. Having a data-driven bird’s eye view can be invaluable to their personal development within an institution. Your HR system can keep track of this data easily and confidentially becoming a handy developmental and training tool for every teacher and a member of staff in your school.

Management is also able to better track the impact of the professional development training and opportunities it offers its teachers and staff members. When they are able to directly see the impact of their efforts – both positive and negative – they are able to continually tinker and improve what they are offering their employees, creating a positive feedback loop of improvement internally at the school.

Question #5: Does the HR system for your school maintain employee history of compensation and ratings?

In a similar vein, keeping track of HR details like the pay of an individual teacher and staff or even teacher and staff bands is important to track their growth. When combined with the ratings they received during appraisals or student evaluations, one is able to get important learnings about the professional growth of every teacher and staff member at a school. A school is only as strong as its teachers and this feature helps schools track of where they stand year after year or semester after semester.

When this kind of data is being collected by your HR system, it means that management now has a breadth of data over time on which to base its hiring and firing decisions. Instead of relying on infallible human memory, it is easy and swift to instead pull up this kind of factual data within the HR system itself and make decisions based on hard figures instead of feelings.

Question #6: Does it record district assets including keys, smartphones, laptops issued to employees?

Schools are constantly under budgetary constraints and financial pressure. So it makes sense that their assets – such as electronic items like laptops, smartphones, tabs, etc. or security assets like keys and key cards or access codes or even student learning aids like projectors, video players, audio and visual equipment – must be safeguarded to the highest degree possible.

This kind of record keeping also makes an impact on the bottom line of school budgets. As was mentioned earlier, schools often view such expensive items as investments. It is important to see what is being used, what is not, and track the wear and tear of school assets so that there is continual improvement in purchase decisions. The HR system’s data can help make these decisions in a more data-driven way.

Question #7: Does the HR system for your school maintain job descriptions attached to employees?

Having detailed job descriptions for every role in the organization may seem unnecessarily pedantic at first thought. But in reality, it is an excellent HR practice. Job descriptions often help define key areas of responsibility, key performance indicators and job responsibilities and deliverables for each role, whether teaching or non-educational. This helps employees understand and define the goals they wish to strive towards and for management to be more fair and effective in evaluating the performance of their employees.

Job descriptions also help management understand the evolving needs of their school – with the advent in technology, teaching, and learning methods, it is good to have historical data to see what works for a school and what does not. It is a far superior and data-driven method, rather than relying on humans who might bring their unconscious biases to the table when making hiring, firing and promotion decisions.

Question #8: Does it track the performance review process, including dates and ratings?

Keeping track of employee ratings and assessments over time is the best way to track the professional growth of teachers and staff. It is important for employees of a school to remain dynamic in their thinking since they are constantly interacting with young students and influencing their intellectual growth. The right HR system can help teachers track their own improvement, identify key areas of growth, identify strengths and weaknesses and take their career more seriously, overall. This helps retain the best teachers and staff possible – since using such a system also demonstrates that their employers value their own growth within the educational institution.

Data like this also helps management identify star employees and those who might not be a good fit for a school, resulting in data-driven hiring and firing and promotion decisions. This is only fair to all staff that is ideally seeking to constantly improve.

Video to explain the HR module setting. Try 14 days free trial today!

Question #9: Does it allows users to view absence plans for each employee: vacation, personal days, sick days, bereavement, unpaid leave, etc.

An open and transparent system that allows teachers and management to have a clear view of their leaves is necessary for the smooth functioning of a school. Things like vacation days and sick leaves cannot be left to the whims and fancies of a sole human administrator. One must also take into account the propensity for human error in matters like this. No human is infallible, but it is unfair for employees to be expected to take on the burden of their infallibility especially when it comes to precious perks like leaves. Since this is also connected to payroll – loss of pay is a consequence of exceeding allotted leaves – it is important to maintain the highest level of accuracy in leave records for every teacher and member of staff at a school.

It is only fair, decent, and professional to rely on a tool like an HR management system to do so. This is also valuable data for management that can use it to track specific employees in order to make hiring and firing and promotion decisions, but also track overall school trends – knowing that schools tend to fall sicks around a certain time period, for example, helps management be prepared with alternatives to missing employees, whether it is planning workflows or having temporary workers come in as substitutes when needed. Good planning really impacts the budget of a school in a positive fashion, since you are able to identify when and where extraneous expenses might be incurred and then plan for it in advance.

Question #10: Does the HR system for your school track benefit plans and deductions, including eligibility rates?

Employee benefits can often make or break the peace of mind of an employee. This also affects their ability to work. Having documentation and tracking of any availments and changes in employee benefits is absolutely necessary. An HR system helps ensure that this tracking is maximally accurate, instead of relying on humans who have a higher rate of error. It is also automated, so one does not need to rely on a time consuming and cumbersome process while attempting to avail important benefits. This is also a form of data collection that helps management better understand the needs of their employees over a period of time, leading to better management level decisions that actually help school employees while also potentially impacting the bottom line in a positive fashion. Data like this can really help schools looking to cut corners do so in a fair and productive fashion.

SMS feature in School ERP Software

How important is SMS feature in school ERP software?

Educational Institutes and Schools play a pivotal role in shaping the future of children. From the academic development of the students to the development of social skills, schools play a very big role in molding the life of a student.

It is therefore important that a school ensure that all their resources including the time and effort of their staff members get directed towards ensuring that their students get the best and are prioritized.

However, what often happens in real time in schools is that very often the administrative tasks and day to day banal tasks get priority treatment because they are essential in the functioning of the school. This is the reasons that many leading and popular schools from around the world are today opting for School ERP Software.

While schools of the past functioned with a few students and staff – today schools have evolved into a large enterprise where there is tons of data and paperwork that needs to be managed every single day. The need of the hour for school management teams is to have a School ERP Software that lets them access their information from a centralized platform. This advocate for a School ERP Software rather than the traditional and conventional work approach to managing a school.

What is an SMS integration module in a School ERP Software?

The SMS integration module in a School ERP Software is an effective communication tool that plays an important role in building a strong network of communication between parents and teachers.

It provides many benefits to not only the school but also to the parents and the students’ community by ensuring that communication in faster, easier and seamless between.

How can the SMS feature in School ERP Software benefit the functioning of the school?

1. Fees Pending Status

Very often parents may miss important deadlines related to the payment of school fees or other essential term related fees. An SMS module allows the school to schedule automatic reminders to the parents about the various fees that need to be made, the deadlines for the same as automatic reminders closer to the deadline or after the deadline of the fee payment date.

These automatic reminders ensure that the school management team does not have hours compiling a list of unpaid fees and sending manual reminders for the same. The School ERP Software seamlessly takes care of sending fees pending status reminders when needed.

2. Student Absentees Reminder

When a student is absent from the school, especially for prolonged periods or for regular patterns of absenteeism – this can be a matter of concern for the school and for the parents.

The School ERP Software ensures that when a student is absent, an automatic SMS reminder is sent to the parents so that they are aware of that their child was not in school on a particular day.

 Learn: How to manage SMS feature in Fedena 

3. Upcoming Event Reminder

A school calendar is often filled with many important events from school cultural performances to special days and celebrations.

For parents keeping a track of all these days can be a tedious task and for teachers to send manual, handwritten reminders to every single student’s parent can be a tedious and time-consuming task. However with the help of a School ERP Software the teachers can send of automatic reminders to every single parent at the click of a button – thus saving the class teachers precious time and effort.

4. Emergency Holiday Update

Often during the school year, there are emergency holidays declared by the government for a number of reasons ranging from weather conditions of socio-political reasons. At this time, the use of a School ERP Software will help the school to send out urgent messages to all the parents about the emergency holiday update.

The biggest benefit is that these mass SMS updates can be easily sent from the School ERP Software at the click of a button without any hassles of any kind.  

5. Student Progress Notification

Effective and constant communication about a student’s performance is essential for helping students improve their performance in schools.

However, it is not always possible to hold parent-teacher meetings every month or for parents to make time in their busy schedules to attend every such meeting. By sending student progress notifications over SMS not only to the parents stay updated about the academic performance of their students but they can also that urgent and immediate intervention measures can be taken if needed.

6. Upcoming Examinations

The timetable for school examinations is always shared by the class teacher in the school diary – but sometimes a student may incorrect note the exam time table or simply forget to show the school diary to the parents.

Automatics SMS notifications sent by the School ERP Software ensures that the parents are aware of the exam dates, timings and any changes in either of these schedules.

7. Result Announcement

Results are a pivotal aspect of academic life and the use of the SMS module by the School ERP Software is a great way for the schools to send the results of all classroom tests, assignments as well as exam results directly to the parents.

This avoids the risk of students hiding the results from their parents of buffing up the marks when sharing with their parents.

It also serves as a direct motivation for the school students to study harder and improve their performance when they know that the school results will be sent over directly to the parents. For the parents, this SMS module saves them the hassle of constantly checking with the schools for the dates related to the announcement results.

8. School Bus Timing Change Alert

The use of the SMS module by the School ERP Software is a fast and efficient way for the school transport teams to send out reminders to the parents related to any change in the school bus timings, routes, breakdowns or any other essential information.

Hence instead of waiting at the bus-stop for many anxiety-filled moments, the SMS system can alert them giving them peace of mind and helping them schedule their pickup and drop accordingly.

9. Latest News Update

The School ERP Software is a great communication tool to update the parents, school staff and even the students about the latest school-related news and keeps everyone informed and update.

Special awards, achievements of any other school-related news can be communicated faster and in a more efficient manner.

10. Password Update Reminder

The SMS module by the School ERP Software is a great way for the schools to also remind parents about regular administrate tasks that need to be done on the School ERP Software. This can range from adding updates to updating passwords.

school management software

How to know when to upgrade school management software?

There are some signs that you need to upgrade your school management system. The first sign is that it has not been built as per your requirements. Your institute is well regarded by the parents and you have recognized by many awards for your work in this domain over the years. Maybe, you have also been successful in increasing the number of students that would be able to attend your school. Yet, in all this, your school management system is unable to keep up. This is because it was built for smaller schools.

It is simply not able to cope up with the present size and stature that your school enjoys. Your school has become a lot busier and you are achieving a lot more in terms of academics. Now, would be the time to look for other and more suitable options. When you grow as a school, you recruit more staff – teaching and non-teaching. You feed more details about students and other relevant areas in your database. You get into more complex projects. If your school software is not built for such dimensions it would not be able to ease any of your worries.

Below we have highlighted some key points to understand that when your school management software needed to be upgraded:

1. You are unable to integrate it

As a school, you may be using various software products. They are helping you perform basic functions for your school. You can keep track of attendance, faculty management, academic reporting, and compliance. Maybe you are able to customize each such tool to work according to your needs. In that case, having so many different kinds of software for specific tasks may seem like an attractive proposition. But, when you have so many different systems for various purposes you usually end up repeating a lot of the work. This way, you also lose time and are not at all efficient.

The good thing about this situation is that these days there are different kinds of service providers. They provide software tools that come with almost all the functionalities that you need. At the same time, it is also pretty easy to integrate them into your system as well.

2. Issues with keeping records

There are certainly other signs that you need to improve the management software that you are using for your school. One such sign is when you are facing issues in meeting the requirements related to keeping records. This is an extremely important part of the entire process. This is because you want to qualify for whatever funding you are eligible for from the government. For that to happen, you need to be able to provide the officials with an unending array of paperwork. Your records have to be in perfect order and there are no other ways of looking at it.  This is the time you need to improve your school management software.

You need to fit it with features such as student tracking. This, in turn, would mean that you would have complete knowledge of when a student is coming to the school and when she or he is leaving. You have a secure trail of data to fall back upon.

3. You face truancy issues

You can be sure that you would never get the funding and all other kinds of help if your students are not attending the classes. By using student tracking features you would very easily be able to find students that are wayward. Then you would be able to bring them back for purposes such as counting.

In fact, there are schools that have used systems such as RFID (Radio Frequency Identification). They have been able to increase their student attendance by significant margins. This is simply for the reason that the technology that we are talking about has helped them track down the truant students.

4. The parents are calling you way too much for your liking

As a teacher or a school authority figure, you would know that if students arrive late at school the worried parents are always going to call you up.

This would happen even if they are late by a few minutes. But, if you use RFID and GPS (Global Positioning System) technology you would be able to take care of these calls in an easy manner as well as within a short span of time. You can be sure you would have all the data that you need at your fingertips and you would be able to give them exactly the information that they need.

5. Fire drills are draining your resources

These are something that is hated by the teachers as well, let alone the students. There is nothing to deny the fact that they are rather necessary but at the same time, they also have the potential to disrupt your day. They can become a logistical nightmare as well. All you need in this case is a simple system that allows you to track the whereabouts of your students. With such a system at your disposal, you can be sure you would be able to find out the exact location of your students – if they are in the building or not. At the same time, such a system would also help you make sure that they are back within the school building at the right time.

This way, you would be able to restrict the disruption to the least possible level. At the same time, you would also be able to make sure that you do not lose time because of students who may have wandered off during the drill.

There are certain parts of the town that you would want to steer clear of

In all cities and towns of the world, there would always be a street, neighborhood, or intersection where you would not wish the students of your school to visit.

With the help of the bus route features and modules of the kind of software we are talking about over here, you would be able to make sure that such a thing does not happen. This way, you would be able to create routes whereby you are able to avoid stops that may be too close for comfort. You do not really need to expose the children of your school to criminals such as sex offenders and drug dealers when you can easily avoid aforementioned areas with the kind of software we are talking about over here.

6. Field trips become too demanding logistically

When you have a school management system that has the right kind of student and bus tracking features it can help you immensely. There is so much that you can do with such software. You can create initial sheets with details of students who are taking part in the same. You can also make sure that each and every student is getting off and on at the time they are supposed to. This way, you would be able to streamline these trips unlike ever before.


Apart from these, if you are unable to make reports within a stipulated period of time or if the system is not user-friendly you should usually change the same. This is also applicable when your system cannot generate customized reports and does not provide you any control over generating ID cards, and the like.

Why Schools Should Stopped Relying on Manual Processes?

 The disadvantages of not using school management software

Processes are present in every organization in order to ensure its smooth and steady functioning. They might or might not be defined, however, without them any organization – even an educational institution like a school or college – would fall apart.

Processes can broadly be divided into two categories – manual processes and automated processes. Usually, modern organizations, like schools and colleges, use a combination of both types of processes in their day to day functioning.

We explore both types of processes in greater detail below:

What are the manual processes?

Manual processes refer to an internal process at a school or college that does not rely on people or human labor or pen and paper to be completed. Earlier, most processes in any organization, including educational institutions, were manual processes. A good example of manual processes is when employees file claims with the accounts department for reimbursements. This usually involves filling in the reimbursement claim form, attaching all bills and particulars, submitting it to accounts, receiving an acknowledgment of submission, following up in person or through the post, etc before the claims are cleared.

Automated processes are merely digitized or electronic versions of the manual process that cuts down on human intervention, time is taken to accomplish this process in the usual way, and the overheads involved, such as paper and other materials. Automated processes are also self-motivated after they have been initiated they rarely need human action until completion. Automated processes usually feature in a school management software that is being used to manage processes in the school or college.

For instance, an automated version of the example given above – employees filing reimbursement claims – will involve an employee using the school management software to request a reimbursement, sharing supporting documents electronically from their device, even if remote, and then the software processing the reimbursement once it has been approved. This process is far less cumbersome than the previous manual process.

It is clear that automated processes have taken over most schools and colleges due to the inadequacies of manual processes. Below we discuss the disadvantages of manual processes that should encourage schools and colleges to allow automated processes to replace their obsolete ones:

What are the disadvantages of manual processes at school?

1. Time-consuming process

One of the key disadvantages of manual processes is the sheer amount of time they take to be performed and to be completed. Manual processes simply take longer than the lightning speed of automated processes being performed by a computer using school management software. For instance, it will take a human accountant much longer to calculate payroll, compared to payroll software or a payroll plugin or feature in a school management software.

2. Increase in paper usage

Paper is both an environmental and financial sinkhole. As we go through global environmental crises, it is important for systemic push backs to be implemented in order to save our earth. Part of this is making real efforts at reducing the amount of paper we consume on a daily basis in order to reduce deforestation. Educational institutions, especially, are huge consumers of paper and paper products. If we are able to reduce our dependence on paper and paper products by eliminating manual processes we might be able to make a significant difference. Paper and paper products are also a huge portion of many school’s bottom lines. Simply put, the paper is expensive and trying to reduce our use of it by switching to automated processes from manual processes are a way to help cut costs on a system level.

3. Prone to error

Humans are extremely fallible which means the work they also do is not perfect. Manual processes rely on humans entirely, which means that they are prone to error. For instance, a simple mistake of data entry on the part of a human accountant while entering figures can result in a dramatically different bottom line and understanding of the final health of the school. Similarly, a simple misplacing of admission application for a potential student can result in the loss of a scholar for an educational institution. This is not the case with automated processes that follow a set of pre-defined rules and thus merely stop working instead of producing costly or time-consuming errors that need to be fixed. Switching to automated processes thus reduces the error rate for processes in a school or college.

For instance, an automated accounting process records numbers and performs calculations automatically. Flags can also be set up for incorrect variables entered into specific fields in case of human data entry. Admission applications are all automatically collated and stored on school errors which means that no child is left behind. One of the key advantages of automated processes, thus, is a dramatic reduction in how error-prone a school or college is towards its stakeholders.

4. Less safe and secure

Manual processes are performed by humans and subject to human security measures such as a locked cupboard or the ethics of humans not looking at confidential information. In these times, it is important to accord data privacy and security its rightful place. In this sense, manual processes will always be vulnerable to the fallibility of humans. Automated processes, on the other hand, usually require permissions to access and administer. They are also present in school management software than generally assigns handles to each user, adjusts permissions accordingly, and tracks usage and history so users are automatically held accountable. Data is also secure due to in-built security measures and privacy settings like passwords and permissions.

In these days of heightened security concerns, it is important to especially protect one of our most vulnerable stakeholders in the educational ecosystem – the students. Not everyone can be trusted with personal and private information such as student medical details, transport details or even personal information like addresses and contact information. Unfortunately, with manual storage of such information, access to it is easy. With automated processes that focus on storage however, such information can be limited in terms of access through the judicious use of passwords and permissions.

5. Cost Inflation

cost inflation

Manual processes are very heavy on the bottom line primarily because of the associated labor and overhead costs. Unfortunately, such costs are also recurring which means that they are perpetual in nature since it is unlikely for all such manual processes to be reduced or eliminated. Instead of hoping for such an eventuality, it might be more prudent to have automated processes take over the role of manual processes in your school or college. This is because while automated processes that are part of, say, a school management software, have an initial investment, they pay off over time by reducing labor and overheads costs on the school. They also rarely have recurring costs associated with it – instead, they continue functioning without interference for years.

6. Decrease Productivity of Employees

Processes are one of the most mentally taxing, tiring, and time-consuming experiences for any employee. While process work is unavoidable in a school, one cannot deny the impact they have on the energy, time, and morale of employees, no matter how small a part they are of an employee’s day to day job. Most employees would rather offload the responsibility of administrative or processing work so that they can focus on their core responsibilities and be more productive where they are most valuable.

7. Limited Access to Reports and Data

reports and data

Processes are a valuable storehouse of information and data on how employees function over long periods of time. Such data allows employees to better streamline their work, management to provide necessary support and resources and for the school or college to just overall start functioning more efficiently One of the most frustrating things about manual processes is the inability to use this readymade knowledge in order to inform future decision making that could increase overall inefficiency. Automated processes, however, as a part of school management software automatically collects this information in the background as it performs its assigned tasks. Everything from timelines, actions taken, issues run into as a certain task is performed is automatically recorded and most school management software also generates reports about the same. Such reports can help inform decision making by a school at both the micro and macro level resulting in improvements in efficiency, finances and just overall functioning of the school.

8. Long Queues

Who likes standing in a queue? Manual processes by their very nature demand human presence and engagement, resulting in situations where there are often masses of people attempting to finish the same process at the same point. Anyone who has stood in line to collect an admission form, to make a fee payment, or to find out examination results is familiar with this phenomenon. Automated processes do away with this obsolete issue once and for all since they allow for such tasks to be performed by authorized users remotely – from anywhere at any time and from any device. This means the permanent reduction of masses of overwhelming people to perform simple tasks and a consequent reduction in pressure and stress on employees and an already overworked infrastructure.

9. Less Adaptable

By their very nature, manual processes become more about habit than efficiency. This means that they are not as quick to adapt since they rely on individual behavioral change as well as institutional change at an organizational level, Conversely, automated processes can be easily making them dynamic beasts that are responsive to change. This means that your school or college’s internal processes will always be relevant to the way modern institutions function these days and actually be relevant to the ever-evolving and changing needs of students, teachers, employees, administrators, and management.

Customized Reports In School ERP Software

Role of Customized Reports In School ERP Software

How Customized Reports In School ERP Software Can Improve Performance of Your School?

Most schools across the world are repositories of raw and often unorganized data. This does not only relate to data related to students but also data related to the administration of the school, records related to the teaching staff, financial details and other important business information that helps the day to day functioning of the school.

Experts believe that the more data an organization has at its fingertips, the more insight they can get about the financial health, organizational stability and operational efficiency of the school. But for this raw data to be relevant it has to translate into actionable information that does not rely on standard formats.

Today, schools and educational institutes across the world are realizing the importance of creating custom reports on the School ERP Software that highlight indicators of their school performance health and other unique indicators.

What is a Customized Reports in School ERP Software?

A customized report is a school report that is made using School ERP Software. It is a valuable tool that can be used for tracking and analyzing the performance of the school and overall business health of the brand. This well-documented report that has the records and fields needed to reveal nuances related to predicated and pre-defined functions, thus helping the school with the exact data that they wish to view. It helps the school administration with information and knowledge to investigate and reach solutions, essential for the functioning of the school.

What are the benefits a Customized Reports in School ERP Software?

1. Customized Report Helps in Critical Understanding of the Functions of the School

A school needs many reports from the student’s attendance reports, transport fuel records, teacher’s performance reports to other administrative and financial reports. A customized report helps to sort all the raw data and helps to understand the various departments of the school. This valuable tool helps to critically analyze various reports, functions, and areas to get a better understanding of which department of the school is doing well or poorly. A customized report helps to create a deep diving approach into various data that is available and helps to create a cause-and-effect approach to solving performance problems.

It may help you understand where finances are being squandered and which students are showing a consistent improvement in their performance or which transport route is working efficiently. You may find that one department is under-performing – the list can be endless.

A customized report helps eliminate the turmoil and will aid school to reach the various goals and improve the performance of the school. It equips the school with knowledge and information to efficiently solve problems and reach goals.

2. Customized Report Helps In Setting Benchmarks And Goal Setting For The Schools

Using School ERP Software, schools will have the option of selecting the time period for which they would like to set the customized report. This can vary from weekly reports, monthly reports, and even annual reports. Thus schools can get an accurate view of the performance of various departments across a specified time frame.

Understanding this performance can help the administrators to strategize, and set benchmarks and goals for the students, teachers and for the school as a whole.

For instance, by understanding the admission statistics over a period of time through a customized report, the school can set new admission goals for the coming year and strategize on various tools to help them meet those goals.
Thus, a customized report helps the school to take raw and unprocessed data and convert into digestible goals that are easy to achieve.

3. Customized Report Plays A Pivotal Role in the Planning and Decision Making For the Schools

A customized report can help the school principal, as well as the school, administrate team make strategic decisions and plans related to the school. They can use the data to justify their strategic plans and decisions.
Using these highly customized reports, the administrative team can make decisions about hiring, firing, new classroom tools, the elimination of entire departments and take classroom decision to help the students perform better. The administrative teams can then use these customized reports to track understand the relevance and the value of the decisions they have taken – decisions that can improve the overall brand value and performance of the school and its students.

The Fedena school software allows users to create a custom report module that can then be used to create reports that contain fields of the user’s choice. These custom Reports can be created for students or employees of the school. The main advantage of this module is that the user can generate a report based on the information that they are looking for, thus saving them time, effort and generating an error-free report

school management software

Is your school management software keeping your ward secure?

How School Management Software Ensures Student Safety?

The idyllic idea of a school involves a utopian paradise where children have freedom and security in equal measure. Realistically speaking, however, the world can often be a dangerous and harmful place – especially to vulnerable communities like children, who often do not have the skills or agency to defend themselves. In the West, we are already seeing a spike in threats to student safety in the form of mass shootings, missing children, gang violence entering schools, etc. While in India, these are not as common as they are in the United States of America, student safety is still a top concern for school management.

Students are a group that is especially vulnerable due to their age and inexperience. Their security and safety are of prime importance for any school administrator, especially since students need to be focused on their academic endeavors rather than auxiliary concerns like these.

Maintaining a sense of safety is thus of primary importance and an issue schools must prioritize for themselves. With the growing role of technology, maintaining security for institutions is becoming easier, but did you know even your school management software can help ensure student safety?

Below we discuss in details the features of a school management software that help maintain the safety and security of students at your educational institution:

1. RFID Attendance Tracking

One of the keys to ensuring student safety is knowing or being able to easily access information about their whereabouts at any given time. Earlier we relied on attendance registers, a student’s assigned schedule and community knowledge from teachers and fellow students to know where a student is at any given point of time. However, good student management software like Fedena ensures that attendance tracking becomes a highly systemic process thanks to the use of allied technologies like RFID.

RFID stands for Radio Frequency Identification and refers to the use of a radio wave signals embedded in smart tags or chips in identity cards to track the coming and going of a student. Simply put, when a student uses their RFID enabled identity card to swipe in and out of the school, specific rooms, or to perform certain tasks like gaining access to canteen facilities or to check out school equipment, the school management software keeps track of this data. This makes it easier for school authorities to pull up information on the history of a student’s comings and goings within the school management software in real time and from anywhere.

2. Transport Tracking System

school bus tracking

It is not enough for school management to maintain a secure facility on just the school premises. Students – especially younger ones – are vulnerable during the chaotic time of entering and leaving school. In the confusion of what bus to board and where the student is alighting, it can be easy to lose track of students in even a smaller school.

Student management software solves for this sensitive issue by offering a reliable and robust transport tracking system. The transport tracking system keeps a record of the school’s transport assets, whether a student is one their assigned transport vehicle or not, and also offers live tracking and updates on routes and stops. This means that school management and concerned parents are able to keep an eye on their students at all times, even as they commute to and from school.

3. Sturdy Data Protection Systems

In these modern times, the importance of data security cannot be overstated. Student information is no different. In fact, in many ways, it is important to maintain the highest levels of security for student information – since it is often personal or logistical information about a minor student.

A student management software is inherently robust on the data protection front since this kind of sensitive information can only be accessed behind password protection and that too by authorized handles or logins only. Users need to be granted access to such information and the student management software also tracks who has accessed such information and sometimes how it has been used. An archival history of all actions is maintained within the school management software making it easy to go back and check on who has been accessing such information and why, as needed.

4. Secure Communication System

secured communication

One of the keys to maintaining safety and security of students is to ensure that information flows efficiently and optimally through the right channels to the right person. This means that there should be no leaking of information that might get into the wrong hands. A student management software enables this by making communication between various users secure, confidential and private through a variety of channels.

For instance, teachers can communicate directly with parents about student progress and grades using the inbuilt messaging in the student management software. Students may discuss group projects with their teacher and fellow group members securely using discussion groups set up for that very purpose. Such discussion groups can be closed or open to as many students as considered judicious for the given purpose.

Secure communication is key to ensuring a free flow of information between stakeholders in the educational ecosystem, while also ensuring that such information remains secure. It is key to maintaining a safe but communicative environment for students.

5. Instant System Wide Updates

In an emergency, it is necessary that information that helps students, parents, teachers, and staff be communicated swiftly and appropriately, while also reaching a large group of people at the same time. In student management software, this is made possible through features and plugins like the dashboard, instant SMS alerts, and instant email alerts.

For instance, in a school-wide alert, the most efficient method might be to use the dashboard to make an announcement that will show up on the dashboard of the school management software that everyone has access to. For limited groups or for reaching people’s phones in case of internet breakdown instant email alerts or instant SMS alerts might be respectively appropriate.

6. Robust Financial Security

robust financial security

A final piece of the puzzle for maintaining student safety and security is to ensure the safety of their financial information and transactions. This means the use of secure payment gateways, robustness in the generation of final information, and secure access to such kind of actions and information.

A student management software maintains this perfectly by ensuring such actions are only accessible to the appropriate users through judicious granting of access and maintenance of action history in the archives so such information can be looked up easily. This does not compromise on ease of use since student management software enables users to clear financial transactions or actions like fee payment, receipt generation, etc from anywhere and at any time using any device. Student security and safety does not have to result in a reduction of ease of use and convenience for parents and management, but it does not have to compromise on student safety or security either.

How to increase parents’ engagement in students’ success with digital technology?

These days, there is a significant amount of pressure on schools. They now need to make sure that they are showing the effort to engage the parents. This is being done so that they can be invested to a greater extent to the success of their wards – the students. Schools are using various solutions for these purposes. Digital technology is one of the main tools in this regard. The end aim, in this case, is to make sure that the efforts of increasing parent engagement are effective. Digital portfolios are playing a major role in this particular regard.

They are helping the parents take an active part in the learning of their wards at the same time as it is happening. This is the reason why experts rate them so much in such regard.

What are digital portfolios doing?

Digital portfolios are pushing updates to the parents. They are not only providing them to the parents and then expecting them to check the same in due course of time. With the help of such technology, parents can now stay connected to all that is happening in the classrooms. They are also helping the parents start a conversation with the students. This is the most important contribution that they are making in this particular regard.

The basic aim of such technology is simple – to help the students get better than what they were earlier. Now at the dinner table, parents can talk straightaway to the children about a particular project that they saw in their portfolios. They do not have to pose simplistic questions like what is going on with their school and education in general.  

Some good examples in this regard:-

There are plenty of good examples in this regard to show how successful such technology has been in the first place. In some schools, they are organizing interviews between parents and teachers after a gap of a couple of months.

After using the digital tools and technology that we are talking about here these interviews have become a lot more open. There is a great deal of relaxation as well. Both parents and teachers feel that these meetings have become a lot quicker and friendlier. Much of this is because of the usage of digital technology. They are more like friendly check-ins instead of being the formal events they were earlier. The parents are receiving regular information about the progress of their children.

This has meant that the shock factor is now a lot less. These meetings now serve as a continuation of discussions that are going on at all times. This also means that now these meetings take less time. The relationships between the parents and the teachers have improved a lot as well.  

  • Remarkable improvement in parental engagement thanks to digital tools

Digital tools such as portfolios have increased the engagement levels of the parents when it comes to their kids and that too in a remarkable way. The best thing about such technology is that you have various portfolios to choose from. Examples of such options are daily work portfolios and project work portfolios.   

You can always choose one that suits your needs and requirements the best.

  • Expectations at the lower levels

Normally at the elementary classes, it is expected that the teachers would inform the parents at least once a week on the progress of their ward. This is where such digital technology has been of such immense help. In some cases, schools are directly inviting parents to the portfolios of their children. The teachers are also coaching the parents on how they can provide their feedback in these cases through the various means that are available to them.

In fact, these days, schools are also using iPads and other such devices to provide parents a very clear idea of how well their child is doing in her or his class. It is common for parents to love the fact that they know where their child’s education is at in terms of performance and quality. This is why educational technology can help the parents so much as they are able to follow the progress of their children closely enough.

Quite often it is being seen that students themselves are coming forward and taking ownership of the process. They do so by sharing their work straightaway with their peers and parents.

The importance of having parents in the educational process

Teachers know that it is very important that parents are part of the educational process of their children. With the help of digital technology such as these portfolios, they are creating an environment that is conducive to letting such development happen. They too can now be a part of the classroom as well and watch what the kids are doing.

This way, they also have a clear idea of how the kids are learning. Teachers are of the opinion that the actual power lies in the way that these portfolios are connecting schools with homes.

How are parents responding to these systems?

The efficiency of these systems can be gauged from the way that parents have responded to such technology being used in the classrooms. Parents can now watch important aspects of their child’s education within really short spans of time. This way, they can also provide feedback almost instantly as well. This, in turn, happens to be beneficial for the students too.

It also helps that these digital tools are built in such a way that parents have no issues navigating them as such. In fact, most parents these days are pretty familiar with these apps and much of this boils down to the fact that they are really at ease when it comes to the digital world in general. These systems are rather easy to use and they also offer the parents plenty of support when it comes to finding a level of engagement that they would have no problems with.

How are these systems helping with assessment?

The school ERP system these days have shown that they are effective when it comes to communicating with the parents. However, even such effective systems have their limitations which are not to be found in the kind of systems that we are talking about over here. In most cases, the school management system is focused on communication with parents. It is basically a two-way street where things that can be discussed over the phone or sent through email/messages are focused on. An example of such an item would be the various school notices. Digital technology, on the other hand, emphasizes the conversations on student learning.

In these cases, there is an evident conversation between parents, teachers, and students. Teachers say that with such conversations they – as well as the parents – are basically able to see what the students are thinking. They are able to know how much they can understand, the misconceptions that they have, how tolerant they are to other perspectives, and the points of view they have. They also get an idea of how well they are able to listen, build on ideas from others, and answer various questions.

So, this, in a nutshell, is how such tools are helping parents get more invested in the learning of the students.   

Top mistakes administrators make while choosing EdTech solution

When it comes to making mistakes with technology in schools most people tend to think that it is the educators who make them. Little do they know or realize the role of the administrators in such a context. These professionals are ones who are supposed to set the tone for the whole school as such. They are the ones who are supposed to lead by example over here. This is why it is very important that they understand how to choose the technology and put it in place in the right way. The problem is that even now these common mistakes keep getting repeated at all times.

Below have highlighted the top mistakes made by administrators while choosing an edTech solution for their institution:

1. Implementing technology that they do not understand

In any school, it is always the higher administrators who are supposed to take the decision with regards to expenses. This is why before buying an Edtech solution they need to make sure that they at least understand what they are getting into. This should be done before they even contemplate incorporating the same in the classrooms. This way, they can serve as better role models for the teachers who would be supposed to work with the technology. They understand the technology straight away. Then they would also be able to understand if the product in question would meet their needs or not.

They would have a clear idea of the kind of demands that it would fulfill and the areas where it is likely to fall short.

2. Not keeping the needs of the school in mind

The number of different such solutions in the market these days would amaze them. As a school administrator, they need to have a very clear idea of what the school needs. They should never be distracted by some technology because it happens to be flashy. This is why before they buy any such technology they should first talk with the teachers.

They should find out what their needs and requirements in these areas are. This way, they would be able to come up with a plan for a technology that would meet their needs. This way they would also not be wasting the time of the teachers, lead the students to get frustrated and waste valuable money from the school budget on technology that nobody ever wanted or needed in the first place.

3. Not preparing and educating the teachers

Often, administrators think that teachers would already know how to use the technology that they are going to bring in.

It is true that this is the digital age and almost everyone has some or the other smart device such as a smartphone, tablet, or laptop at home. These have become like the basic parts of one’s life nowadays. However, that does not necessarily mean that they would be able to use all the different technology out there. Educators have to be trained and prepared so that they are able to use them in an effective manner on a regular basis for teaching the students.

4. Not having a model for technology usage in the school  

It is the administrators who are supposed to set the standards for what is acceptable in the school and what is not when it comes to use of technology. This is why they need to put in a lot of attention on creating a model for using technology in the school. They need to be able to make the most of the technology that they already have. This, in turn, would help them show their staff what could be done with the technology that the school already has at its disposal. Administrators who set the bar in terms of usage of technology show the way for staff such as teachers.

This way, they also get a proper idea of how helpful the present solutions would be.

5. Using paper to send memos

This may not be directly related to the issue that we are talking about over here. But it is still a major issue in the context of this discussion as it reflects a common malaise among school administrators when it comes to choosing and implementing the technology. This ultimately plays a part in the choice of such implements as well. Administrators often print out memos on paper and staff the mailboxes and lockers of their teachers with the same.

This can be a really time-consuming affair especially for schools which happen to be bigger. Administrative staff may not always realize this but this way they may end up spending valuable time that could have been better utilized for other work. They can always use this time to do other work that is more productive or important such as filling out paperwork. This, in fact, refers to the previous point that we already talked about. Administrators need to start using the likes of email for such purposes. Important notifications and updates can easily be sent through such systems that can be implemented all across the school. Not only does this save valuable resources and time, but it also helps eliminate the use of paper as well.   

6. Thinking that the choices are limited

These days, there are plenty of Edtech service providers in the market. In fact, the surge has been noticeable in the last 5 odd years where the number has multiplied at an exponential rate. The best part of such products is that they are being created for all kinds of users – and at times specifically for them as well. Now administrators can easily choose the best Edtech for their school.


There are some other issues in this regard as well such as analysis paralysis, not really pinpointing the problem before buying such technology, and not making the best possible decisions in this regard. Analysis paralysis is a side effect of the multitude of choices that school administrators have in this regard now. Administrators always end up comparing the pluses and minuses of various such products, which means that in the end, they are in a perpetual state of confusion.

So, these are a few mistakes that the school administrators need to be wary of when it comes to these matters.


School ERP Software Analyse Student Performance

How Does School ERP Software Analyse Student Performance?

School ERP Software is key to understanding how students are doing

What is School ERP Software?

A School ERP Software is a tool, application, or platform that essentially helps manages the myriad of processes in an educational institution, like a school or college. Every school has a multitude of time-consuming, cumbersome, paper-based processes that are often more trouble than the time and effort they are worth. These processes can often make the functioning of a school feel incredibly bureaucratic. They are also draining in terms of labor, time, and overheads. A school ERP software helps keep these processes running smoothly, but reduces the time, cost, and labor burden of keeping them running.

It is a necessary tool that no modern school can function without. It makes schools more efficient, reduces time and labor burdens, and brings them into the new century since it capitalizes on an already technology-rich environment.

Why do we need to analyze student performance?

There is no progress without an understanding of the status quo of one’s work and a careful interpretation of actions taken so far vis a vis the outcomes they have produced. In an educational context, an analysis of student performance is necessary for similar reasons. In order to have students progress towards their educational goals, it is necessary to understand what they are doing, how they are doing it, where they succeed, where they falter, and why and how all these outcomes occur. This is already done in the educational ecosystem in a variety of ways – through exams, homework assignments, parent-teacher meetings, and goal setting for students at every stage of their educational career.

In the past, estimates have been made by parents, teachers, and students themselves about how they are performing, especially in comparison to their peers or the average. However, with the implementation of school ERP software far and wide in schools, this kind of guesswork – even when it is educated guesswork – is no longer needed. Instead, school, parents, teachers, and students can rely on accurate data being collected and recorded by ERP software.

This is merely the first step to measuring student progress by analyzing their performance. After data collection, teachers, parents, and students use their expertise, experience, and insights to understand and interpret their data. This kind of analyses helps them recognize and enhance successful practices, while also identifying and addressing blockers to success. This kind of reiterative process helps students engage in continual improvement, resulting in a data-driven culture of student performance analysis.

School ERP software is, of course, a very handy tool when it comes to this endeavor. This is because it is a data-driven product right from its inception. It works seamlessly and reliably in the background so students can focus on the actual performance and execution of their strategy, instead of constantly having to pull back to analyze how they are doing.

This is why it is necessary to have certain key features in school ERP system software. Some of these are discussed in detail below.

What School ERP Software features help analyze student performance?

1. Examination system

examination system

School ERP Software like Fedena’s examination system is a module that allows users to manage the examination process seamlessly. The examination module in school ERP software is flexible enough to allow users to set up exams in whatever formats they believe will be the best structure to analyze the absorption of learning material by the students. It can also adhere to existing school boards – from ICSE to CBSE, as needed. Exam reports are then instantly and easily shared with parents and students for their perusal within the school ERP system itself. This kind of instant feedback loop being created ensures that exams are not a farce, but data being collected by school ERP software for student betterment.

2. Assignment management system

Similar to the examination module, school ERP software also offers users an assignment management system. Using this teacher are able to give assignments – in class and homework – to their students within the school ERP software, ensuring there is no loss in the communication of the work to be done. Students are then able to submit their finished assignments within the school ERP software. This makes tracking of student performance on regular assignments more easy within the school ERP Software, making continual analysis and improvement possible. It makes homework go from being a chore to being a tool for continual improvement for student progress.

Learn -How to set up assignments in Fedena?

3. Course certificate completion

After all the examinations, assignments and testing comes the creation of a certificate signifying the progress that has been made by the student. A school ERP software can easily create these course completion certificates using the certificate generator module. The certificate is not a mere piece of paper that signifies the completion of a course – instead, it is a snapshot of the progress that has been made so far. The school ERP software can generate custom certificates, containing information like a journey of progress, grades, class average, and position in class amongst many other pieces of information you might wish to include.

4. Attendance system

One of the key indicators of student engagement and consequent progress within the educational ecosystem is their attendance record to classes and school itself. There is no better way to mark attendance than using the school ERP software. Often integrating with RFID scanners or other electronic tagging systems, the attendance tracking module in the school ERP software is the most reliable record of where a student is at any given time. This helps students, teachers, parents, and management identify any anomalies that might be occurring, identifying blockers that prevent a student from attending important classes, and also identify trends that might be affecting a student or groups of students, thanks to the data being collected by the school ERP software’s attendance tracking system. To do well, students need to first show up and the school ERP software’s attendance tracking system is step one in helping students achieve this.

5. Report center

The report center is the school ERP module is a catch-all for all sorts of reports being generated by the ERP Software. Data being generated by the school ERP software is extremely valuable since it is concrete information that helps us understand student performance and progress. This report center in the school ERP software can generate reports of all sorts – for students, employees, management, and even for other data like for fee schedules. These reports are the best way to collect and understand all the data stored in the school ERP software that actually affects student progress.

6. Discussion panel

discussion panel

A key element to measuring student progress is creating a space where students are able to interact with other stakeholders in order to ideate on certain tasks, assignments or any other school-related engagements. The discussion panel in the school ERP software is this very space. Students, teachers, and parents are able to interact, engage, and exchange vital information swiftly and efficiently within the school ERP software. They are able to post questions, ask for clarifications, share tips and suggestions, recommend solutions, etc within the school ERP software.

7. Placement system

The zenith of all student progress is their recruitment into higher education, or in the case of colleges, into employment. A school ERP software helps with even this aspect of student progress by making campus recruitment modules a feature they offer. Manage the entire end to end campus recruitment process within the school ERP software, while it collects and readies for analyses all data associated with the campus recruitment process.

8. Task management

task management

Despite great potential, many students, teachers, and parents fall apart when it comes to the organization of their time and responsibilities. The school ERP software offers the task management feature to help address this very blocker. The school ERP software’s task management module allows for students to be assigned tasks by their teachers. Employees can be assigned tasks by their employers or management. In turn, employees and students can upload documents and update their progress within the task management module in the school ERP software itself. A task can be closed by those who assigned it in the school ERP software by posting follow-ups or updates to specific items also. It is a well-rounded way to manage tasks using the school ERP software that is already being implemented in the school.

school fees management system

Important Features of Fees management System in School ERP

There is nothing to deny that fee management is one of the most important tasks that are done by a school on a regular basis. It is with the help of such work that a school is able to keep complete track of the fees that the students are paying. There was a time when such systems were pretty critical and there were plenty of errors involved in such work as well. This primarily boiled down to the fact that it was done in a manual way.

It also needs to be said in this context that such way of work ate up a lot of time as well. There were also different kinds of work involved over here. Examples of such would be generating fee receipts, canceling transactions, and getting details of paid fees the earlier year. It certainly did not help that as connected these tasks were they were diametrically different from each other. This was why there was such a need for an online fee management system. The main aim here was to cover the shortfalls in the system. This is where school fee management systems are making such a major difference in every sense of the term.

What is school fees management system?   

These are integrated systems that we are talking about over here. At a very basic level, they help you collect fees, issue receipts and generate and maintain reports. All this implies that your management becomes free of any trouble, a lot more convenient, and free of paper as well. In a nutshell, such a system makes your life a lot easier no matter how you look at it.    

Below have highlighted the imperative features of school fees software, and how it streamlines the fees process :

1. Incorporating the best of all systems from around the world

When it comes to the fee management system or module in your school ERP software you would want it to be the best. Ideally the best systems in these regard feature elements from all different such modules that are being used all around the world. At the very start, they should be able to help you set up the fee structure on the basis of student category or for a total course as such. The system should make it possible for you to collect fines for late payment of fees. At the same time, it should be able to provide discounts – both instant and fixed – as well.

2. Collecting various payments at one go

If you have a system of hostels and transport facilities as well the system in question should be good enough to let you collect them along with the academic fees and that too at one go. The system should let you check regularly the students who are defaulters in this regard. It should help you send such students – as well as their parents – notifications about pending fees by way of means such as SMS (short messaging service) and email. It should allow you to collect various kinds of reports on the basis of fees that have been collected or are pending as well as the receipts of the same.

3. Providing access to school finances

Normally the access to financial details of the school is limited to only a few members of the staff. They are normal people related to the administration as well as ones who are handling all the groundwork in this regard. The fee management system in question should be able to provide specific and controlled access to such users so that they can take all the details from the same and include it in the financial database as such. These systems should come with tax modules as well.

These tax modules should let the school impose necessary taxes on all the different kinds of fees that you are collecting. This includes the likes of the following:

4. Calculating the Taxes

You can easily use such a system in order to calculate all the taxes that may be applicable in these cases such as VAT (value added taxes). The system should also let you carry out other important transactions such as refunding and reverting fees. However, the access to such work should only be given to certain employees and it should be done on the basis of requirement.

5. Generating invoice Reports

The system should also let you generate invoice reports for the fees that are scheduled to be paid immediately. You should also be able to use the system to create custom categories so that you are able to record all the common transactions that are being done in your institution. The best systems in this regard also come with features such as tally integration. They should help you export financial transactions from the ERP system that you are using in your school. You can perform the sync in a manual way in bulk.

6. Syncing with Payment Gateways

Else, you can also do it as live sync. More important than anything else, you should be able to integrate the ERP system with your preferred payment gateway. This way, you would be able to collect the fees online as well. It should let you create account based maps. At the same time, the reports that it generates should be as comprehensive as possible including all the details that you may need at various points in time.    

How do school fees management system systems work?

A great benefit of school fees management system is the way that they function. They gather all the information related to students in the central database of your school and they also include extra information in the following areas:

  • Fee payment plans
  • School policies
  • Installments
  • Concessions
  • Scholarships
  • Due dates

All this information is collected by way of excel sheets within a span of 24 hours after the student has enrolled. They are also entered and then proofread with almost cent percent accuracy as well. This makes sure that there is no ambiguity in this regard at all.

These modules have been created with the specific intention of making sure that the work of fee collection and receipt generation can be done in the shortest span of time possible. It also works in such a way that normal human errors, in this case, can be mitigated at the earliest.

Making it safe for parents to make payments

The mode of payment of these systems is such that parents always feel safe in paying the money. The overall payment environment is as safe and secure as it can possibly get. There are so many ways in which parents can make payments in this regard.

They may be enumerated as below:

  • Cash
  • Challan
  • Cheque
  • Credit card
  • Bank transfer
  • Demand draft
  • Debit card

The multitude of payment options means that parents are now able to make the payments within a really short span of time. Since the process has become hassle-free they are able to enjoy it as well. In most schools, where such modes of payment are not used there is plenty of stress associated with the entire process since the parents have to pay them in person.


Technology is supposed to make human lives easier and systems such as these are a perfect embodiment of the same.


bus and transport management system

Importance Of Safer School Bus And Transport Management System

How Fedena Helps Create A Safe And Error Free Transport Management System For Schools?

A decade ago, when selecting a school for their kids, one of the key considerations for parents was geographical proximity. This essentially meant that parents usually sent their kids to the school that was closest to their home.

This statement no longer holds true.

Today, parents do not mind sending their children to a school located at a distance because schools have created a transport system that ensures that pick-up and drop of all their students and staff. However, for many schools, this transport system is basic and rudimentary offering only the basic drop-off and pickup services.

But this does not suffice anymore.

Over the past few years, our newspapers have been filled with horrifying articles that highlight the lack of safety standards and security precautions in schools. As schools work towards this goal of ensuring the safety of their students and staff, schools and other educational institutes need to create strategies and make diligent efforts to ensure that their school and the school campus is safe and secure. One essential aspect of creating a safer school environment is to invest in a school bus and transport system that ensures a secured transport of students while simultaneously giving a complete overview and 360 support for all school transport operations.

What Are The Fedena Features That Help To Create A Safe And Error Free Transport System For Schools?

1)    Regular Alerts Sent To Parents

Transport management systems track the various school vehicles and help keep the parents updated about their child’s commute every morning. Parents can use this remote tracking feature on their mobile devices and get information ranging from delays in the drop/pick to the exact location of the bus at any moment

2)    Transport Fee Collection

This feature of the transport management makes it easier for parents to pay off the transport fees and collect the receipt from the comfort of their home or office.

Additionally, this feature also allows the school to manage the salaries of the drivers and transport staff with ease.

3)    Transport Scheduling

The transport management system allows the school the schedule the various school routes in an efficient manner. It also allows for the school administrative team to easily delete routes, assign new routes for students, and assign bus supervisors to routes. These tasks when done by a human administrator may lead to errors, plus it can be a time and energy consuming task. However, when delegated to the transport management system like Fedena, this task is taken care of in an efficient and error-free manner.

4)    Transport Related Reports

The school transport system helps the school manage a record of all the transport system related system. This includes creating comprehensive reports related to transport insurance, bus identification, driver attendance, driver punctuality, route mapping, etc.

This ensures that any transport related information that the school may need will be easily available, in a hassle-free manner.

Reasons to Invest In the Fedena Transport Management System

The Fedena school management system helps schools optimize their functioning and easily manage all the school-related functions, including the school transport management system. This low cost, easily customizable solution ensures that managing your school transport system is easier than ever before.

Here are a few top reasons to invest in the Fedena Transport Management System

1) Real-time information on students traveling on the bus

One of the key benefits of the Fedena Transport Management System is that it gives parents and the school authorities regular updates on where the school bus is at all times. This helps gives parents peace of mind and helps instill a sense of security in their minds about the welfare and security of their kids.

This feature even helps the drivers feel a sense of security and gives them an added sense of responsibility know that their actions and driving speed are being by the school authorities monitored at all times.

2) Real-time alerts sent to parents

In case of emergencies, the software sends real-time updates and alerts to parents through SMS, or emails updating them on any discrepancies or deviation in the routine schedule of the bus.

3) Records

From records of the drivers, copies of their licenses, addresses to the repair and service records of the bus, fuel expense records, insurance details, the school transport management manages to keep an updated and real-time data of all the vehicle and driver related information.

This information is vital for ensuring a smooth running school transport management system and is one of the key features that is appealing to school and educational institutes. These online records are not only error-free but they also ensure a smooth workflow.

4) Going Green and Paperless

Another key advantage of a school transport management system is the reduction in paperwork and the wastage of paper, thus enabling the school to go one step closer to reducing their carbon footprint and going green

5) Boost in the safety metrics of the school.

A school management system is a great way to improve the safety metrics of the school. When the drivers, bus helpers, and supervisors know that they are being monitored real-time by the parents and school authorities, there is an added impetus to be more responsible in their driving, the students tend to better behave as well.

6) Easy creation and deletion on bus routes

Adding or deleting bus routes can be a tedious task. However, when the school transport management system takes over this task, it becomes easier. All that the school staff needs to do is to input the data and let the software take over the creation of routes in a way that is cost-effective and time-saving.


Today, one of the main worries of every parent is the safety of the child when they step away from home. Parents trust the schools with keeping their children safe during the learning hours and it is for this reason that it is imperative for schools to invest in a sound and secure transport management system like Fedena.

This small step will go a long way in winning the trust of the parents, assuring them about the safety of the students