integration in school erp software

Top Seven Integrations In Any School ERP Software

Your school ERP software is highly capable

What are integrations in school ERP software?

School ERP software is any tool or platform used to manage a variety of processes and functions in an educational institution. While most school ERP software has inbuilt functionalities that address all the needs of various stakeholders in the educational institution, oftentimes users want their school ERP software to do more. This is where integrations come in. Integrations refer to the capability of your school ERP software to work with or collaborate with an external functionality and have it smoothly work like it would normally. For instance, an email integration allows you to basically connect your school ERP software to your email client so that you can easily integrate or shift between these two applications as needed.

Why do we need integrations in school ERP software?

School ERP software tends to be quite comprehensive in nature. It makes sense why – the very purpose of a school ERP software is to be a robust and reliable tool that handles every function and process an educational institution could need. Why then would we need integrations for our school ERP software?

To answer this question it is important to understand that educational institutions do not function in silos. They often have to interact with stakeholders that might not be within this field. They might be using software and hardware that was not necessarily built for educational institutions. Their capabilities are affected by these factors and the fact that dedicated educational technology is still a nascent trend. For a while now educational institutions have relied on using technology or tools or platforms for various functionalities that may have not been built for them, but have become the de facto tool, software, or platform to use in a given industry or by a given stakeholder.

Often times, these types of preferences are deeply ingrained and difficult to change, especially when it comes to external entities. This is where integrations come in to save the day. With integrations, educational institutions bridge the gap between their school ERP software and whatever tool, software, or platform that is already in use by stakeholders they have to work with.

Who benefits from integrations in school ERP software?

A common misconception about school ERP software is that it is only useful for administrative staff in educational institutions. This is because school ERP software is so adept at taking over processes or non-education functions that administrative staff is primarily responsible for in most educational institutions. But nothing could be further from the truth. In reality, school ERP software is for all stakeholders in the educational ecosystem. These stakeholders include teachers, students, parents, non-educational staff like an administrative staff and even the management or controlling board of a school.

The same applies to integrations in school ERP software, since through the use of the school ERP software these numerous stakeholders will inevitably be making use of the integrations also in the course of their professional interactions.

What type of integrations is possible in school ERP software?

It is obvious that multiple integrations are possible with your school ERP software. Everything from email to financial software can be integrated with school ERP software. It might be to increase the functionality of your school ERP software as much as possible by integrating everything possible. But the sheer range of possible integrations might be overwhelming for some school ERP software users. So where would be the right place to begin?

Below, we discuss in great detail, the top seven integrations we advise to start using your school ERP software to its full potential. Read on to find out what you should be looking at as for as integrations for your school ERP software go:

  • Biometric or RFID Integration

One of the biggest integrations possible with your school ERP software is biometric ID or RFID integration. But what is biometric or RFID? RFID stands for Radio Frequency Identification. Biometric IDs are any form of identification relying on biometric information – like an Aadhaar. Your school ERP software is capable of integrating with ID cards enabled with biometric info or RFID to automatically convey information every time the ID card is used. An example of the kind of information this integration would collect would be something as simple as entry and exit times for students using their ID to swipe in and out of classrooms and even school itself.

  • SMS Integration

Your school ERP software is capable of integrating with a bulk SMS provider of your choice, enabling management, teachers, and administrative staff to connect with parents and students easily and in one go. Parents and students can also set up SMS alert notifications that are reliable and delivered at scale thanks to this type of integration in the school ERP system. Finally, SMS notifications can be set up to be sent out in bulk automatically every time certain events occur in your school ERP software, eliminating the need for human intervention in case of routine alerts.

  • Email Integration

School ERP software can be integrated with your preferred email client in order to set up email notifications for a variety of stakeholders – such as parents and students. But this does not mean spam email from your school ERP software. In reality, the integration empowers the administrator to send emails to select stakeholders. They can also give permission to key employees to be able to the same through the school ERP software integration itself. Finally, automated emails can be set up for specified groups of recipients for specific events taking place in the school ERP software.

Recap: Web-based college ERP system – Why is an effective solution for higher education institutions?

  • Tally Integration

This is a good example of an integration made necessary by the existing status quo in an industry. While your school ERP software has its own financial and accounts management capabilities, externally Tally software is the one most used by accountants and other financial personnel. Schools would be hard pressed to find professionals who will be willing to work with their custom school ERP software when a perfectly functional alternative works just fine and is used widely across their industry. This is where Tally integration in your school ERP software comes in handy, making it possible to bridge the gap between two different software.

  • Barcode Integration

Why would a school need barcode integration? This might seem like a pointless integration but is actually extremely useful for library services your school offers. Integrating the barcode with the library module of your school ERP software ensures that barcoded library books and materials borrowed by students and teachers are tracked. Your school ERP software thus also ends up helping with inventory management for your library electronically.

  • Mobile App Integration

Integrating the mobile app with your school ERP software is almost a necessity. These two arms of the same tool must work seamlessly, and this is made possible thanks to easy integration within the same school ERP software.

  • Online Payment Integration

While some school ERP software has their own payment gateways, many schools already use their own custom payment gateways that they may not want to abandon. This is where custom online payment integration comes into play – a robust school ERP software will allow for such an integration that delivers smooth and easy payment.

Web based college ERP system

Web-based College ERP System – Why is an effective solution for higher education institutions?

There are so many reasons to say that why a web-based college ERP system is beneficial for a higher education institution. At the very basic level, colleges have to maintain a lot more data compared to the K-12 institutions. Maintaining it manually in a more efficient way sometimes take up a lot of time and when admins do it on a regular basis it turns out to be quite a daunting task in every sense of the word.

How college ERP system can help?

With the help of online college management software, it becomes easier for administrators and other stakeholders to keep track of the huge amount of data from a single platform with virtually no effort at all. From the college ERP software dashboard institute’s decision makers can keep a track on the performance and progress of each department. This software also makes it possible for you to automate various functions such as student and employees attendance, payroll management, course and batches management, inventory, placement management and much more, which further reduces the load off your shoulders.

Let’s see how the college management dashboard feature help universities:

The web-based college ERP system products that we are talking about over here have been designed in a simple way so that stakeholders would have no problem at all in using them and understanding the information that they reveal. A magnificent example of such design is the Dashboard Feature. At a single location, users would be able to gather all the important information related to an institution such as the quantity of inventory, Fees collected, Students or Employees absent, birthdays, gallery photos, resources and much more.  You can see for yourself how well the staff in your institution is doing or not. As far as maintenance of data goes the possibilities that these systems present to you are endless, to put it succinctly.

What functions can an ERP play in the context of your educational institution?

There are multiple functions that college management system software can perform in the context of your higher educational institute that you might not be able to count on both of your fingers. It can manage your desk job effectively and automate various functions, reduce the paperwork which makes it easier for your staff. Apart from all this,  it also imparts various reports so that the key-holders can make better and faster decisions to improve the productivity of their institution.

With the use of college management software, an institution can keep a track on students progress especially the outstation students.  In multiple ways, such system benefits them and provide them an opportunity to get educated under the guidance of best educators.

With the help of ERP software, it is possible to keep track of various daily activities of your college such as finances, transportation, and ordering materials to be used in the institute with ease. You can also schedule them as per your convenience. More important than anything else, when you have such a system in your organization it is easier for you to communicate with your staff in a transparent and fluent manner. This way, you are also able to plan and manage all the departments in your institutions in a long-term manner.

When you have a proper ERP system in your college or university you do not need various management software products for each and every department. Since these systems are automatic in nature and there is no need for entering and typing data in a manual way. This, in turn, reduces the possibilities of a mistake as well.       

  • Cloud-based

In most cases, it is seen that these products are Cloud-based platforms. This means that the users of these systems can automate, monitor, and manage all their work from wherever they want and whenever they want to. This, in turn, makes sure that they are able to make the most of their workflow. Once the basic data gets uploaded on such a system your staff and faculty members are able to do a lot of work with comfort and ease that they would have otherwise found tedious and boring. This eventually reduces the chances of mistakes as well. Obviously, it gets better when you choose the high-end systems.

  • The answer to all the ills

It could be said with a degree of certainty that this is the kind of software that colleges and universities had been looking for all this while. In fact, from a bigger perspective too, it can be said that these systems are answers to all the issues that had been plaguing the educational community till date.

  • Advanced educational systems

There are certain systems in this regard that happen to have been developed specifically keeping in mind the needs of educational institutions. Normally an ERP solution may not always be able to provide the kind of institutional components and insight that an organization of your nature needs. This is where these systems can prove to be so very effective.

Recap: School ERP system to manage the time-eating tasks of an institution

Why are the ERP solutions popular then?

In spite of this, you would see that there are plenty of web-based college ERP solutions that are being used by colleges and universities all around. Now the question that needs to be asked is why this does happen? The main reason for that is the fact that an ERP comes with functionalities that enable these higher educational institutions to perform effectively and automate all the activities such as accounting, inventory management, and fee collection, and many. This is something that if directing manually by an academic and administrative team it becomes a cumbersome task for them. With such a system all they need to do is one entry and the rest takes care of itself.

However, if your academic system is a proper one it would provide you APIs (application program interfaces) that would allow you to perform such functions just as easily. This means rather than having separate systems for your academic activities and your accounting work you get a single consolidated system that would attend to all the requirements that you may have in this regard.

Conclusion

No matter which system you choose you would need to make sure that it is implemented in the proper way as it is only then that you would be able to maximize it to its fullest.   

 

Rajagiri College of Social Science

Case Study : Rajagiri College of Social Science (RCSS)

Learn how the prestigious group of Institutions in India – RCSS uses
Fedena solutions to automate their higher education departments with
thousands of students and millions of dollars in online fee transactions.

About Rajagiri Group:

Drawing inspiration from the founder, St. Kuriakose Elias Chavara, a great visionary, reformer and religious leader of the 19th century, the Carmelites of Mary Immaculate (CMI), the first indigenous religious congregation for men in India, dedicated themselves to education at all levels. At present, their mission of education comprises a vast network of 448 institutions – including over 200 schools, 14 university affiliated colleges, 1 engineering college, 12 technical institutes, 1 university, 2 medical colleges, 3 B.Ed. colleges, 5 special schools, 18 non-formal educational institutions and 17 cultural centers spread all over India and beyond.

Rajagiri College of Social Sciences (Rajagiri) was established as a result of
the indefatigable industry and foresight of the CMI. The School of
Social Work is one of the pioneering institutions in South India, establishing
programmes and setting the standards for the field.

The School of Management is nationally ranked and recognized. The School of Computer Science and the School of Library and Information Science maintain the axiomatic spirit of Rajagiri – ‘Relentlessly Towards Excellence’.

Challenges Faced:

  1. Management of multi-school operations through single platform
  2. Features customization
  3. Easy implementation and reliability on sales support.

Download Full Case Study, to check the Solution Implemented by Fedena.

school erp system

School ERP System to Manage the Time-Eating Tasks in Institution

Why School ERP Systems?

As an educational institution, there are several complex issues that you tend to face and the best way to tackle them is surely a school ERP system. This is the day and age of technology and it is only going to be even more applicable in the days ahead. In such a context it can be said that educational institutes all around the world are now starting to understand the role that technology can play in their field of work. They know that it can be really beneficial for them to carrying out their tedious processes in a smooth manner.

  • The best parts of these systems

The best part of a school ERP system is that you would be able to do the work in a manner that is engaging and effective at the same time. On a daily basis admins have to manage the multiple tasks. In order to make sure that they are able to manage such huge amounts of cumbersome work in a more effective manner it is very important that they adopt technology to the highest possible extent.

  • Not just any technology

It needs to be kept in mind in this context that just any technology would not solve the problems that they face. The technology that schools should use for such purposes has to be the latest and the best as well. So that institutes stakeholders such as teachers, admins and other employees would be able to do their work in a more effective and efficient manner.

Types of Problems Educational Institutes Face

There are so many issues that a school faces and it can be  easily solve with the implementation of  school ERP software in their school structure. For instance, the paperwork which admins manage manually eats lot of their productive time. Managing a real time communication is also a major issue for them. The same can also be said of the registration process, during the new admission season  manually managing the whole process become tedious task for admins. As there is a lot of data related to students that admins have to take care of and later maintain it on regularly basis, so that the information can easily be track-able and viewed in a single click.

Some other issues that school faces

Sometime schools also faces trouble in managing and keeping a track on the fees payments. In much, the same way evaluation and course management are major issues for them as well. The last, but definitely not the least, name in this regard would be that of decision making on a real-time basis.

How can these issues be tackled with a School ERP System?

In most cases, in an educational institute the administrative staff spends most of its time in doing paperwork and that too, on a manual basis. This is where a school management system can prove its worth in the proper sense of the term. With such software, you can easily make sure that such time consuming and repetitive processes get automated so that the staff would devote their precious time on some productive work. With a school ERP,  institutes can easily automate the registration process. This means that no longer do your prospective students need to stand in queues on the day when the registration is being done. Students can easily perform the entire process online.

  • Paying the fees and such other important work

With school ERP, students can pay their fees, enroll themselves in your school, and submit the assignments  at their convenience.

One of the major challenges that a school faces is that of creating curricula for various classes and then evaluating them to make sure that they are being beneficial for the students. There is a lot of work that goes into the same such as homework assignments, evaluations, and examinations. When your ERP system is a robust one you can complete such work with very few resources.

Recap: How to manage school branches using multi-school ERP system?

  • Managing the admission campaigns

As far as admissions are concerned there is a lot that schools have to do. They have to take care of the inquiries and then get going with the follow-ups as well. One thing is for sure – this is never really an easy task to accomplish. In fact, this is the reason why there is always such a high possibility that schools may miss out on their admission related targets. However, if you have an automated ERP system that is meant for schools your job would automatically become a lot easier.

This way, you would have no problem whatsoever in managing admission campaigns as well as the inquiries. You would be able to take care of the follow-up process as well and your targets of admission would be met a lot smoother as well.

  • Great communication with all the stakeholders

By using a school ERP system you would also be able to communicate really well with all the stakeholders in a school such as the students, their parents, and your own staff. You can accomplish this through means such as internal notifications within the system itself as well as SMS (short message service), and emails, to name a few. This also brings down any gap that you may have with others in terms of communication. In fact, this can also prove to be effective when it comes to communication gaps that the other important stakeholders may have between themselves. As far as student data is concerned there is indeed a lot of data that a school has to take care of.

Conclusion

There are leaves and attendance galore. This also means that the schools have to do plenty of research in order to make sure that the work is done in a proper way. Since the school ERP systems work in an automated way it becomes easier to create profiles of students and manage them as well.        

So, as you can see, there is basically nothing that a school ERP system would not help you do.

     

Cloud Computing In Educational Institutes

Top Unbelievable Benefits Of Cloud Computing In Educational Institutes

Among technologies that have revolutionized the digital world is cloud computing. According to a definition on Wikipedia, cloud computing can be described as “a model of computer data storage in which the digital data is stored in logical pools. The physical storage spans multiple servers, and the physical environment is typically owned and managed by a hosting company.”

However, for the most of us, cloud computing is strong associated with organisations, offices and large foundations. Most people do not associate cloud computing with educational institutes and most people are unaware of the benefits of cloud computing in education.

Over the past few decades, education has gotten a lot of impetus by the government and this is one of the reasons that this sector has grown and evolved. But, one of the biggest challenges is modern schools and colleges is that lack of digital infrastructure. This is because the maintenance of IT infrastructure needs a wide range of hardware and software with ample investment and skills to support them.

One easy solution to most technical and IT related problems in schools and educational institutes is integration Cloud computing in education. It essentially means setting up the various computing resources that can be physically located at any place, but yet digitally shared in a seamless manner. It means the creating of a unified framework where all the school, student and staff relation information can be effectively saved and kept in a secure manner.

Benefits of Cloud Computing in Educational Institutes:

  • The cloud computing with educational institutes guarantees that students, teachers, school staff, and parents have access to basic school related data utilizing any gadget from anyplace. The computing empowers the aforementioned audience  to do numerous activities effectively such as sharing classroom related files, service computing, creating and managing classroom collaboration systems, and online education and teaching.
  • In this system, an online classroom can be easily created for training and this classroom can be held electronically and between human and computer. These classrooms are secure, flexible to changes in conditions and goals and have a lower cost of implementation.
  • The use of Cloud computing in education ensures that the delivery of various services needed by the school is done efficiently and quickly.
  • The use of this technology enables the classroom teachers to quickly arrange and organised learning that is based on the performance data of each student. The teaches can personalize the lessons using the data and ensure that they are able to understand and tend to each student’s unique learning style.
  • Another benefit of using Cloud computing in education is that the classroom teachers have access to technology that will help them to standardize processes, provide access to centralized information data centers and this will go a long way in increasing the reporting consistency.
  • The use of cloud computing storage in schools also helps to diminish and minimize the costs of running the school on a day to day basis. (One of best focal points of cloud computing is the software-as-an-Service (SaaS) model. This model makes numerous product projects accessible either free or on an easy membership premise, which considerably brings down the expense of key applications for students in the school. It allows the students access to office applications without have to pay for installation, maintenance and updates for per user. This is one way to lower the cost by facilitating service delivery at a lower cost than traditional infrastructures and achieve greater economies of scale.)
  • It also ensures that the IT team is aware of all the services being used and the team can accordingly decrease any unnecessary ongoing operating expenses by paying only for the services use by they school.
  • Cloud computing with educational institutes is that is reduces risk and enhances security in the school. The cloud security helps the IT teams to only recognize and eliminate risks in the system but it also enables them to create consistent security policies across all the branches of the school. These security policies can them be easily enforced with up-to-date threat intelligence, high scalability and an improved performance of the school security systems

What cloud computing with educational institutes also does for schools and educational institutes is that they help to reshape the teaching in the classroom through greater opportunities for collaboration. The use of a cloud-based educational system offers a wide portfolio of cloud services that help to create a vibrant and a rich interactive learning environment to any student, sitting in any remote branch of the school. These cloud computing with educational institutes make teaching and administration of a school a lot easier than ever before. Even for schools that are looking to organised training courses for the teachers, can do so over the cloud in a cost effective way and across geographical boundaries. Cloud computing can open up a completely new universe of learning to students while reaching out to  more and more diverse students across geographies and locations.

Today, implementing cloud computing technologies in schools and educational institiues is a way to create a framework for schools in which they can offer the best to their students, parents and teachers. The cloud computing technology ensure that it check the requirements of the school and meets them in a way so that each students gets the best of the school.

School can utilize the cloud technology to convey better school administration systems that work efficiently with few IT assets while reaping multiple more benefits.

 

Multi-School ERP System

How to Manage School Branches Using Multi-School ERP System?

Multi-School ERP Systems help create cohesive experiences

What is a multi-school ERP System?

School ERP systems that can be used across multiple school branches or outposts are called multi-school ERP systems. These multi-school ERP systems ensure that multiple branches of a single school work efficiently and uniformly, no matter how far flung these branches are compared to each other. Multi-school ERP systems are built for schools with multiple branches who are seeking to recreate a similar, cohesive experience for all students across branches of their school. Multi-school ERP systems also help systemise some processes and rules across branches to ensure that students have a uniform learning experience across branches. The quality of education a school imparts is thus managed well across branches when a multi-school ERP system is in place.

What is the purpose of multiple school branches?

It is not uncommon for successful schools to open up multiple branches or commonwealth universities of the original school. There are multiple reasons for this.

First, good schools are often in high demand, which means that opening a branch of the school can help meet the needs of a growing student body.

Second, in times of cities exploding in size and population, good schools can often seem physically inaccessible to students living in far flung localities. This means that students in these localities are missing out on a good education or have to be content with local schools that might not meet their needs. With schools that have multiple branches, students get access to some choice in education, instead of having to settle for what is available.

What use is a multi-school ERP System?

A multi-school ERP can be used to manage multiple school branches across geographies and timezones efficiently and systemically. 

Can’t I just use separate School ERP systems?

Detractors would question the use of a multi-school ERP system when individual school ERP systems could be implemented at each branch of the school instead. While this seems like a far easier decision to make, since it does not require buy in from multiple branches of the school in question, it would actually result in a lot of inefficiencies in the long run.

While branches exist in an individual capacity and run independently, it is important to remember that these are not different schools or different branches. Branches of a school function under the same mandate and are committing to providing their students the same learning experiences across branches. To be able to ensure this, schools have to be able to ensure that processes, rules, regulations, and facilities provided across schools to teachers, administrators, non-education staff, and branch management are uniform – this begins with ensuring that the school ERP system in place at each of these branches is a multi-school ERP system.

Using a multi-school ERP system ensures that processes remain the same across branches, which trickles down to systems, rules, regulations, and ultimately teaching. A greater sense of unity is also the overall result when a multi-school ERP system is put in place.

What features does a good multi-school ERP system offer?

  • Common plugins across branches

One key advantage of using a multi-school ERP system is that plugins chosen as add ons remain common across branches. This means that a Library plugin used by the main branch will function the same way across subsidiary branches, resulting in a library system that is robust and resourceful thanks to its collective strength. What is more is that the administrator of the multi-school ERP system can assign permissions for plugins per his discretion and what each branch in the school system actually means.

This means that customised usage of plugins across schools is also possible, since permission to use said plugins in the multi-school ERP system will be granted per the need and requirement of each of the subsidiary branches. This level of uniformity yet individuality strikes that tricky balance needed between multiple branches of a school system and can only be made possible by a multi-school ERP system.

  • Multiple payment gateway for smoother transactions

One of the biggest hassles for any school, college, or educational system is the entire process of fee payment. There are multiple reasons for this – from a process fraught with red tape and paperwork to addressing the minute, detailed individual needs of each students that a school is honour bound to address.

A multi-school ERP system resolves a lot of the issues that are related to the technical aspects of fee payment – from calculating deductions and extra fees levied on a student by student basis, to generation of fee reminder, to providing a simple payment gateway that is accessible from any device at any time from anywhere by parents, to even generation of fee receipts once the fees have been paid.

These are all tasks that a school ERP system would ordinarily handle, but when multiple branches come into play a multi-school ERP system should be deployed. This is because with a multi-school ERP system, multiple payment gateways are assigned to each branch school thus making fee collection get dispersed amongst branch schools (and be customised to their needs) but also all of it is funneled to the parent school since it is all happening on the same platform – the multi-school ERP system.

Recap: How school ERP system ensures the safety of the students?

  • Setting up SMS alerts in one go

SMS alerts are used in school to ensure swift, private, reliable communication between various stakeholders at the school. Since SMS alerts are often used to convey emergency information, it is vital that these function flawlessly.

With a multi-school ERP system, SMS alerts can be set up in one go for all branches in the school system – this ensures that in times of emergency, all students across branches in the school system receive the same information at the same time. With a multi-school ERP system in place, SMS notifications become a reliable source of information that parents can trust.

The same goes for all email notifications for all branches of the school. The multi-school ERP system can be set up in one go to function in exactly the same way for all branches of the schools ensuring that parents can rely on both SMS and email to inform them of happenings at school.

  • Multiple Admin Profiles

Just because a school system has many branches does not mean an overburdened staff at the parent school or a dysfunctional day to day working for subsidiary schools. A multi-school ERP system ensures that multiple admin profiles can be set up for each branch school to ensure smooth workflow that caters to individual needs of the schools.

How School ERP System can ensure the safety of the students?

Over the past few years, our newspapers have been filled with horrifying articles that point towards the lack of safety standards and security precautions in schools. Today, parents and educators across the world understand that the school ERP software is pivotal to creating a safe and a secure learning environment for students. As schools work towards this goal of ensuring the safety of their students, staff and all their data, 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.

In this regard, a school ERP system is charged with the safety of all school and ensuring that they protect them from physical and virtual attacks and intrusions:

  • Protecting the data of the school

Educational institutions are privy to a lot of confidential information, especially, information related to their students – addresses, financial details, banking details, academic records and lots more. Unauthorised access to this confidential student information can be a major data security breach that can have far reaching repercussions on the students, the staff and even the reputation of the school.

Using the ERP software for school data management is a great way to protect the data related to the school by allowing access to only authorised personnel. Limiting access to sensitive information with permissions that can easily be granted and revoked in your school management software is one of the ways that a school ERP system keeps the information safe. Similarly, the school management software also allows to track who accessed what information and highlights any irregularities when they happen.

  • Visitor management for the school campus

A school ERP system allows for schools and colleges to have a visitor management system for their campus.  This essentially starts with providing a photo-biometric identification to all the registered parents, guardians and friends of the students. This ensures that when the respective parent or guardian comes to pick the kid, the biometric verification provides additional security.

Another security function of this feature is that it keeps the schools, parents and guardians updated about the various guests who visit their children updating the parents about their visiting hours and purpose. This is a great way to stay vigilant about the security of the visitors who visit their kids and keeps the school’s security team updated about the various visitors on the campus.

  • Transport security for schools

One of the biggest advantages of using a school ERP software is that it imparts the mobile application to connect the parents with the students accessing the transport module. It allows the parents to track their children when they are commuting to school and it helps to locate them in the school vehicle using the mobile application at any given moment during the journey.

The school ERP system provides the transport management feature to keep a track on the buses, their real-time location and then provide this essential data to the authorities and school management. This feature is important to allow for quick responses to breakdowns, accidents and other emergencies that may take place during the commute of the students. Additionally, this real-time visibility also helps the school monitor bus speed and help improve school bus safety and driver accountability at all times.

Thus, the school ERP system also keeps a tab on the transport system of the school and offers complete peace of mind to the parents.

  • Constant communication to the parents

Various advances in technology including a school ERP software has dramatically changed the communication takes places between the school, teachers and parents. A few years ago, the famed school diary was the only way of communication between parent and teacher. However today, the school ERP have features that allow schools to send or broadcast SMS alerts and automatic messages to registered parents.  This features then ensures that students and their families are immediately and automatically informed of emergency situations is a critical capability that is essential to the maintain a sense of safety in the school and giving parents the much needed peace of mind.

Recap: How school ERP software improve student’s results, teaching and course quality?

  • Offering Network security to the schools

Today, most schools and colleges have large campus that are spread across geographical locations. For such large educational institutes, the security system includes large and numerous networks that manage the various safety and security issues. From video monitoring, paging systems, backup systems, the security features of their schools often have a piecemeal approach that while intended to strengthen preventive methods, reduce responsiveness and spread the responsibility to far and thin. It is therefore essential that schools need to leverage their IT infrastructure to strengthen defence over time. This can be effectively and efficiently done by centralising management and monitoring, with the help of a school ERP software

A school ERP system offers an integrated approach can help improve collaboration throughout your various school campuses and build a single network infrastructure. This approach not only helps the schools enable adaptive threat defences when necessary, but it reduces costs improves communications and allows for faster responses when needed.

Thus, the use of a school ERP system is one of the most effective ways to maintain tighter controls on your physical and virtual environments and provide schools with a a solid foundation that will allow them to focus the students

Today, for schools it is important to create a learning environment for the teachers, students and the staff that is safe and secure. This not only creates the optimal learning and teaching environment, but it also enhances the reputation of the school and one that offers the students all a safe and secure learning environment.

school erp software

How school ERP software improves student’s results, teaching & course quality?

See better outcomes across the board with a school ERP system

What is a school ERP software?

A ERP software for school system is a kind of educational technology, i.e. software that is built to specifically meet the diverse needs of an educational institution. In School ERP system, ERP literally stands for enterprise resource planning – which implies that the school ERP system helps the school plan the usage of its resources more efficiently. School ERP systems are thus a tool or platform that helps the school manage its processes and actions in a way that is most efficient while also being effective.

School ERP systems help schools in many ways by just taking over this aspect of running a school – when the processes of a school run smoothly, the school itself runs smoothly. Thanks to the ERP system, a school can provide a consistent and dependable teaching and learning environment for all of its stakeholders.

Does your educational institutional need a school ERP system?

Whether your school needs a school ERP system can only be answered by a comprehensive and honest assessment of your schools needs. Without this broad assessment, a school ERP system would become an impulse purchase. Further, the effective use of a school ERP system cannot take place without first understanding the needs of a school in entirety. This is why a comprehensive and honest assessment is recommended before a school ERP system is purchased.

Why comprehensive? The school ERP system is a tool or software that needs to be useful for the school, as a whole. Schools are notoriously facing constant budget costs and financing issues, which means any financial outlay must be justified. Understanding the needs of the school at every level and for every stakeholder in the school is necessary to fully understand the needs of the school.

Why honest? It is quixotic to think that an organisation will operate perfectly and without error day after day for years on end. It is natural for any large organisation, like a school, to run into hitches or have niggling issues that need to be addressed. However, to begin addressing these issues, a needs assessment is needed that is a realistic representation of the actual gaps in functioning that the school needs to bridge.

Who benefits from a school ERP software and how?

After a comprehensive and honest needs assessment has been conducted, it is important to understand why and how a school ERP system could benefit each stakeholder in the educational ecosystem. Below we explore these stakeholders and specific institutional issues that are resolved by their use of a school ERP system:

  • Students

Students benefit greatly from a school ERP system because they get to learn in the most perfect learning environment – one that is consistent, predictable and well-organised. A well-structured and highly organised environment is necessary to facilitate learning for a student, and a school ERP system makes achieving this kind of environment easier.

How are Student Results affected by a school ERP system?

Thanks to how school ERP systems benefit both students and parents, student results are where schools will start seeing a real difference. When students are set up for success through the provision of an efficiently run school, it creates a learning environment that allows them to thrive. School ERP systems thus have a noticeable effect on student results – which in turn can be tracked more efficiently using the same school ERP system, resulting in a system of learning that has children performing their best.

  • Parents

Any parent will tell you that one of the most impactful stakeholders in a child’s learning is the parent. Making a parent a key part of a student’s learning plan is necessary to achieving success and nothing ensures seamless cooperation between school and parent like a school ERP system does. Parents are able to stay engaged with teachers and their student on an ongoing basis thanks to the tools that were built for them in a school ERP system – from one on one communication with teachers to real time tracking of their student’s transport to and from school, a school ERP system is a parent’s choice companion when it comes to educational success for their child.

  • Teachers

Teachers derive great benefit from a school ERP system because of how it so nimbly reduces the administrative burden placed on them as part of their teaching duties. From marking attendance to uploading report cards, a school ERP system just takes over a variety of administrative or ancillary duties that teachers are often saddled with. A school ERP system also ensures better connect between students and teachers through easy creation of study groups, highly accessible course materials and personalised one on one communication between teacher and student at any time.

How is teaching affected by a school ERP software?

Thanks to this reduction in burden on the teacher due to the implementation of a school ERP system, teachers are now able to focus on the most important part of their job – teaching. The school ERP system also makes teaching more modern – teachers can be more personalised in their teaching with the school ERP system enabling continous one on one learning, multimedia materials can be shared within the school ERP system, etc.

Recap: Top alerts institutes immediately activate in their school ERP software?

  • Administrative Staff and Management

Administrative staff are no doubt the primary beneficiaries of a school ERP system. After all, the school ERP system was built to take over processes and execute them without any error, something human administrative staff may not be able to do as consistently. School ERP systems thus reduce the burden on administrative departments that are overwhelmed by repetitive processes.

Management benefits from the ERP system also, just because its use reduces the burden of day to day repetitive processes on overburdened administrative staff freeing them up to prioritise longer term projects. It might also demonstrate that some departments are redundant, eliminating labour costs and reducing overheads for management bottom lines.

How is course quality affected by a school ERP software?

Finishing a course has never been easier for students or more efficient for teachers – the school ERP system is a course management system all by itself, handling everything from course scheduling, sharing course requirements, timetables, materials, sending out course alerts, and sharing learning statistics at class, course, and batch levels.

The school ERP system makes it much easier to engage with the mechanics of taking a course and successfully adhering to the schedule and completing it, overall improving the course quality. The school ERP system is revolutionising the very experience of taking courses and learning.

alerts in school ERP system

Top 7 Alerts Institutes Immediately Activate in School ERP system

Get to know your school ERP system’s alerts

What is a school ERP system?

A School Enterprise Resource Planning system or school ERP system is a technology, tool, or platform that is used to manage a large variety of day to day functions in an educational institution like a school or universities. This includes everything from admissions to alumnus management. The school ERP system is the first step a school can take in embracing technology that will make it a more functional school. Using school ERP system technology the school can manage all its functions easily, from any time and anywhere at a much lower cost than its current expenditure or budget.

What are alerts in a school ERP system?

Alerts in a school ERP system can refer to any kind of notification that is sent out by the school ERP system to some or all of its users. These users include almost all stakeholders in the educational ecosystem – from parents to teachers, to students, and even non-educational staff, like management and administrators. All these stakeholders have performed time-based functions within their school ERP system and being able to receive a notification via email or SMS is a way to ensure they remain on track with their tasks.

Why do we even need alerts in a school ERP system?

Alerts are not just a way for users in the school ERP system to keep track of ongoing tasks and their current status vis a vis competition, they are also a way to effectively communicate with people and have their attention no matter where they are. Alerts thus become more than just a time management or organisational tool. Instead, the transform into effective management tools in themselves backed up by the powerful engine of the school ERP system. Alerts help integrate personal attention with the functionality of the school ERP system.

What are some school ERP system alerts you should set up for your school?

Read on below to see why these are the top ten recommended school ERP system alerts:

Fees Payment Alert

Fee payment is one of the most important, yet time and labour consuming processes. Even with a school ERP system software that helps you calculate and generate fee bills, it is difficult to catch the attention of busy parents with yet another notification from the school ERP system. Setting up  an email or SMS alert helps to stand out from the flood — setting up a fee bill and fee payment alert helps parents keep track of this important aspect of schooling.

Attendance Alert

Attendance is one of the key aspects of learning. Multiple research studies show that high attendance results in higher test and exam scores and better learning outcomes for students. So how can your school ERP system help with maintaining a good attendance record? The first step is to keep track of attendance records of all students. But when e-mail and SMS alerts help parents and teachers keep track of student attendance more easily it results in better outcomes. Whether it setting up alerts for any unexplained absences or just sharing attendance record, attendance alerts help better attendance become a reality.

Emergency Alert

This is the alert that would be the most familiar one to most people who use a school ERP system – emergency alerts are again email or SMS notifications that go out from the school management to parents, students, or both, about any emergency information that needs to be conveyed to them. While functionality may change from school ERP system to school ERP system, emergency alerts are usually automatic – they do not have to be turned on but could be turned off. Emergency alerts should be used for genuine reasons in order to ensure that the school ERP system will be perceived as annoying, rather than useful.

Meeting Alert

Your school ERP system can help you get more organised in the day to day setting you up for success at school. Meeting Alerts are key to keeping track of all commitments that involve the presence of another person. A school ERP system will send an email or SMS alert to the concerned person with the information necessary to keep them on track for all their daily meetings.

Timetable Alert

Much like the meeting alerts your school ERP system software can send out, you can also set up alerts for the timetable that your school ERP system has scheduled based on your enrollments and classes. Your school ERP system will send out an email notification or SMS notification – which both function as alerts – to your inbox or phone. It will alert to upcoming classes and related information so you can go about your day in an organised fashion.

Birthday Alert

Many schools say that they are a home away from home and that the school fraternity is like a family. Small touches like birthday messages help maintain this community feeling amongst members of the school fraternity. But it can be quite difficult to keep track of the birthdays for large educational institutions. This is where your ERP system for schools can really help. Set up birthday alerts that will function as email or SMS reminders for every student and teacher’s special day.

Recap: Handling transport system using school management system

Transport Alert

A school’s responsibilities extend beyond the school into transport to and from the school. Parents, understandably, are ensuring the safety and security of their child. How can a school ERP system help with this? You can set up transport alerts in your school ERP system that will alert you to the comings and goings of a student. The alert will notify you through SMS or email notifications sent out in real time so you are aware of where your student or child is at all times. These alerts help keep students safe and secure while they focus on learning, ensuring no disruptions due to threats or delays. Transport alerts are also efficient since they help plan pick ups and drop offs in a more realistic manner – these means that the journey is also smooth since guardians know when to be prepared for their transport to arrive for their child or student.

Transport System Using School Management System

Benefits Of Managing The Transport System Using School Management System

How can a school management system can help a school function in a more effective and efficient way?

School today function in smart ways. The use of school management systems has enabled schools to function in ways that are efficient – saving time, money and other resources. Many schools across the world are also opting for a managing the transport system using school management system.

But What Is A Transport Management System?

A Transportation management system uses online software to manage transport operations for organisations including schools and educational institutes. They help in controlling the day to day processes involved in transportation and make real-time execution of the transportation system a lot easier.

  • Safety And Peace Of Mind To The Parents

One of the biggest advantages of using a transport management system is that it uses the school management software mobile application to connect the parents with the students using the transport system. This enables the parents to track their children and locate them using the mobile application at any given moment during the journey.

This assures parents about the safety of their children and managing the transport system using the school management system offers complete peace of mind to the parents.

  • Exact Scheduling

Managing the transport system using the school management system helps the schools to notify the parents about the exact pick-up of the students in the morning as well as the correct drop off time in the afternoon. This ensures that the parents or the caretaker is available at the gate at the right time.

In case of an emergency, if there is a change in the schedule then the parents get an automatic update via SMS and email, thus keeping the parents informed at all times

  • Improved Routing

Using the transport management system schools can allocate buses on various routes in the most efficient manner ensuring that they are no overload of students or shortage of busses on any school route.

Any changes in the schedule of the buses can be managed effectively using the school management system. This improved routing helps save fuel and costs for the school in the long run.

  • Improved tracking of the school bus

Using the transport management, schools can easily track the busses and accurately reporting bus locations and provide real-time data to the authorities and school management. This allows or quick responses to breakdowns, accidents and other emergencies that may take place. Additionally, this real-time visibility also helps the school monitor bus speed, and help improve school bus safety and driver accountability.

  • Consolidated reports

Managing the transport system using the school management system offers school management regular reports related to the functioning of the transport system. This report, that is available at the click of a button can include various details such as driver punctuality report, vehicle utilisation reports, Vehicle halt reports and lots more.

Recap: Unexpected benefits of integrating school ERP system with RFID

  • Bus Fees Tracking

Using the school management software is also a great way to school authorities to track the payment of the school bus fees and issue receipts for the same at the click of a button.

With the help of a school management software and a transport management system, schools will not only function more effectively, but they can also work towards creating a safer transportation system for their students and their staff.

 

Case Study: TVTC Zambia is Now Powered by Fedena

About TVTC (Technical and Vocational Teachers College)

Established in the year 1975 in Luanshya, Zambia, TVTC or the Technical & Vocational Teachers’ College is an affiliate of the University of Zambia and hence, all the College Diplomas conferred by the college are underwritten by UNZA. Plus, the college also has an affiliation of the Zambia Institute of Chartered Accountants (ZICA) and the Zambia Institute of Marketing (ZIM).

TVTC’s main aim is to provide vocational teachers’ training to the people and serve the institutions under the Department of Technical Education and Vocational Training in the Ministry of Science, Technology and Vocational Training. A management board through the Technical Education, Vocational and Entrepreneurship Training Act No. 13 of 1996 was established in the year 2000.

 

 

 

 

 

 

 

Challenges Faced: 

  1. Lacking an automated system which would manage academic activities and other processes hassle free.
  2. Missing adequate on-site training support
  3. Customized plugins

Download Full Case Study, to check the Solution Implemented by Fedena.

school ERP system with RFID

Unexpected Benefits of Integrating School ERP System with RFID

School ERP system with RFID takes processes to the next level

What is RFID?

RFID is short for Radio Frequency Identification. It is a technology that uses radio waves to read information stored on a RFID tag attached to an object. The reader does not need to be in direct contact with the object, but instead can read it from several feet away.

In schools and educations, the RFID tag is usually attached to a student’s identity card, since that is an object that is on their person at all times. A school ERP software system with RFID integration can then track the use of this RFID enabled identity card to track student movements and actions.

Why integrate RFID with one’s school ERP System?

But why use a school ERP with RFID integrated at all? Simply put, using a school ERP software with RFID integrated helps better track the actions and movements of students since it is all automated. There is a reduction of reliance on human input or commands to initiate or move along processes in a school ERP system with RFID.

Below we discuss in detail three unexpected benefits of using a school ERP system with RFID:

Automated Attendance Reporting

The most obvious and impactful consequence of using a school ERP system with RFID integrated is that attendance habits of students are more easily tracked. Imagine a school or college where a student uses their RFID enabled identity card to enter and exit the school – the school ERP system with RFID integration is able to log every entry and exit by the time of each system automatically.

In fact, the same type of tracking by a school ERP system with RFID can even be done at a more granular level, if they are using classrooms with RFID entry and exit tracking, use of special equipment that has to be checked out using RFID identity cards, and even on transport, like schools and buses.

Attendance reporting is not limited to daily updates. School ERP system with RFID can also be used to track attendance on a monthly or yearly basis – sending out reports of trends and concerns the school may have.

Automatic integration with SMS

Parents, teachers and management can rest easy about the comings and goings of their ward when a school ERP system with RFID is in place. Automated alerts can be sent out via email or SMS (text message) to concerned parents, teachers and non-education staff through the school ERP system with RFID based on student movements that are tagged through their RFID enabled identity card. No more cutting class or missing child alerts – instead all updates are tagged by time and place, thanks to the school ERP system with RFID.

More Intricate Access Permissions

School ERP systems with RFID also make demarcation of access and permissions much easier than ever before. Instead of having to log in a request or having a human administrator define access and permissions for each user turn by turn the school ERP system with RFID reads the identity card of the student, teacher, administrative staff, or parent in question and allows or disallows certain actions accordingly. With a school ERP system with RFID this is not just within the platform itself, but also extends to physical locations where RFID readers are attached – a person who does not have permission to access a specific room containing sensitive material like payroll and student information files, for instance, will not be able to access the room since the reader will immediately identify the individual as someone without the requisite permissions after checking with the school ERP system with RFID.

Recap: Things to consider before buying a School Exam Management Software

Automated HR and Payroll Processing

The wonders of school ERP system with RFID do not just limit themselves to permissions and access to physical locations. Your school ERP system with RFID integration can be set up to also automatically process updates to administrative departments or human resources about student and employee absenteeism and even process payroll based on the amount of absenteeism at the end of the month or year. This reduces the burden on human employees to track the leaves taken, absenteeism of students, etc – instead the school ERP system with RFID automatically tracks the presence of these individuals and sends out alerts, warnings, and payroll statements and processing automatically based on the information that has been collected over a given period of time.