school administration software

Top 18 School Administration Software

Some years ago, Marc Andreessen wrote his famous essay “Why Software Is Eating the World” and today you can see that almost all organizations of any size use some software. 

In the past several years, just like other industries, the ed-tech industry has evolved considerably. So, if you are the owner of a school or working in a leadership role in any kind of educational organization, you can use multiple software to improve the efficiency of the organization and reach your vision and goals quickly. To do that there are various specialized software avail in the market that can handle one of the functionality very well. Also, there are sophisticated school administration software that combines the functionality of all these software under the same login, and help users in achieving their every targets hassle-free.

Here are Top School Administration Software which simplifies the daily task of institutions:

1. Student Information System

A student information system as the name indicates contain all the information of a student stored in a single database. Earlier days of digitization spreadsheet software was used to store student data. Extensive uses of the spreadsheet as a student information system are limited as a single change will require updating in multiple sheets or the user has to be a power user with intermediate to advanced skills in the spreadsheet. This led to the rise of specialized student information system software also known as SIS.

A student information system will have login access to all the teachers and admins of a school with good privilege management options. Common data stored in SIS will be personal data, attendance data, academic data including exam results, fee details, disciplinary data, teachers’ remarks, etc. The SIS can also generate helpful reports based on these data.

2. Gradebook Creator

Most of the times a student information system will not be enough to generate the grade book reports in a format that is unique to the school. For this purpose, there are software to generate grade-books in the design and layout preferred by the school. These grade books can then be printed out to be distributed to parents or can be shared as PDF through parent-teacher communication platforms. A combination of grade book creators with SIS can be used to track grade book data, student performance, student attendance, teacher performance, and various demographic data to help in the decision making and creating future lesson plans.

3. Library Management Software

A good library is an integral part of any school. In the old days, the library was managed manually with the help of library ledgers. With the advent of digitization software, the library was one of the first functions to use software for daily operations and tracking. A good library management software takes care of cataloging the books, acquisition of new books as per the suggestions and instructions, circulation management of lent books and serial management of magazines and other periodicals. Most of the library management systems also provide barcode generation and management functionality. And it will take care of generating identity cards for library usage(library cards) by the students and faculty of a school.

4. Parent-Teacher Communication Apps

With the widespread usage of smartphones, it is very important to have a mobile app for parent-teacher communication. This was used mainly for sharing important alerts and notifications to parents and the functionality of an SMS is limited as it can’t share photos and other types of files. Through a parent-teacher communication mobile app, the school can share different types of files like grade books, assignments & photos with parents. There will be a two-way communication platform for parents and teachers to talk to each other.

5. Human Resource Management Software

A school needs human resource management software to automate the data management & operations of teachers and non-teaching staff. It is used to store various data like employee information, employee certificates, employee performance, employee appraisal, employee salary, etc. There will be login access to each employee to view their salary slips and appraisal data. Some HRMS also provide communication tools for employees to message each other. An HRMS can save a lot of time on school administration by automating tedious jobs like salary slip creation, tax calculation, etc.

6. Accounting & Finance Software

This is one of the most important software used by all schools, especially in private schools. In private schools, the operations are conducted similar to a business as the primary source of income is from student fees. Accounting is a specialized job requiring a well-trained resource to do the daily accounting of the school. With the help of good accounting software, all the income and expense related documentation can be automated smoothly. It accounts for various incomes like school fees, donations, inventory sales and various expenses like employee salary, stationery, etc. and generates useful reports for the daily overview. At the end of the financial year, the software can generate balance sheet statements required for regulatory purposes.

7. Alumni Management App

Good engagement of alumni(previous students) is an important factor in school and college excellence. There are alumni management apps available to help create the database and communication with alumni. The app will have the functionality to schedule and coordinate reunion meetings and alumni networks in different locations across the globe. Some schools use the app to raise funds from alumni and also to help the students through counseling and job placement.

8. RFID/Biometric Software

School campuses are secured through RFID and Biometric hardware access. But more than the access control, the software associated with RFID & Biometric can help the school to function better by providing attendance data of students and teachers. The attendance details collected by the hardware can be integrated with the student information software with the help of the software installed to manage the hardware. This data can be then communicated in real-time to parents and also to generate different reports for decision making.

9. Data Visualization Software

With a lot of data being collected through different school administrative software, it is more important than ever to generate rich reports and data visualization to help with decision making. The data visualization software connects all incoming data streams and provided rich dashboards for the authorities to understand the data intuitively in a single glance. The smart dashboards generated from the software can be shared within the team or even with parents to improve impact.

10. CRM for Marketing & Admission 

A CRM tool is used by businesses with a dedicated sales team focusing on acquiring more customers. With the increasing competition between private schools, a good CRM can do miracles in admission numbers by attracting more parents and students to join the school. This starts with multiple marketing campaigns planned with the help of CRM. Then all advertisements and promotions are tracked and all inquiries are stored in a database. The admission office uses the software to better track the inquiries and improves the admission numbers. The software allows mass emailing to the enquired parents to keep them updated about the activities regarding the admission process.

11. Project & Task Management Software

The productivity of teaching and non-teaching staff is an important focus for school management. There are simple todo list software as well as sophisticated project management software available to improve the productivity in school operations. The vision of the school can be broken down into academic year goals and then mapped to projects. A project will be further broken down into tasks with date and staff in charge of the task. Notifications and reminder alerts regarding the task will be circulated to the users of the software to keep track of their productivity. 

12. Visitor Management Software

In big school campus, visitor management is often a difficult task. There will be multiple gates with securities and front desk to handle visitors. A good visitor management software helps to coordinate the visitors while taking care of the security and safety of the school campus. Other than a simple in and out register of visitor data, this software takes photographs and provides temporary ID cards for visitors. And a second-time visitor is recognized easily from their phone number. Different reports can be generated from this software to analyze visitor behavior and trends.

13. Helpdesk Software

Helpdesk software is a must for all schools with thousands of students and parents interacting with the staff during peak seasons like admission, fee payments, exam results, etc.. The helpdesk software helps to manage queries from customers(parents) in a single place and all conversations are managed coherently. This software can be used by front-desk and admin staff and management can set SLA(Service Level Agreement) measurements to analyze the performance of the staff. By using helpdesk software instead of simple email or phone calls, all incoming queries can be ticketed and stored in a single place to analyze for future decision making.

14. Office Suite Software

No school can function without a spreadsheet and word editor software. There are many free as well as premium software available in the form of office suites. LibreOffice and MS Office are two popular office suites used by schools. Teachers use the office suite to prepare notes, lesson plans, activity sheets, etc. The spreadsheet and simple database apps available in the office suite can be used as a simple student information system for individual classrooms.

15. Timetable Software

Timetable software is used to organize all the academic operations of a school and provide predictable routines for students and teachers. A timetable software generates timetable connecting the four elements of students, teachers, classrooms, and time slots.

Three types of timetables are mainly generated by software named 

(a)Master timetable, 

(b)Class-wise timetable and 

(c)Teacher’s timetable. 

16. Payment Gateway Software

As all of us prefer online payments instead of traveling and waiting in long queues to pay fees, school fees are collected better through a payment gateway integrated with the school portal. The parent can choose to make the payment from his/her bank account or debit/credit cards. To provide this feature, schools use a payment gateway software provided by the bank of the school or a payment gateway solution provider. This can be integrated with the student information system to transfer student data seamlessly between both tools.

17. Learning Management Software

Learning management software(LMS) helps schools and universities to retain learning outside the classrooms. LMS are a critical component in the school and university operations. With the help of LMS students can learn from anywhere anytime. They can view the syllabus and lesson plans to prepare for the upcoming class. The LMS also provides assignments and assessments to practice for the examinations. Some LMS provide online examination features for entire students to participate in examinations from their laptop and the grades can be generated instantly after the examination.

18. Transportation Management with live School bus tracking

There are good software available to help with the transportation management of schools. A big school will have hundreds of buses and the coordination of all these buses and the drivers is a tiring and demanding task. With the help of transportation management software, the bus and the bus routes can be managed efficiently. The bus drivers will get intimation about the time and route for the bus. Nowadays GPS is connected in all the school buses to improve the safety of children. The GPS data from a bus can be delivered to parents via mobile app. This will show the live location of the bus so that parents can save time by planning the perfect time to pick up and drop off children.

If you are looking for free guidance on choosing any kind of software for your school administration, get in touch with our experts now.

Smart Education vs Traditional Education

Smart Education V/S Traditional Education System – Which Is Better?

A Greek philosopher once said the truest words when he revealed his wisdom through the adage – “The Only Constant in Life Is Change”. This is especially true in the digital world as we grow and evolve in various ways.

Technology has the power to transform life as we know it and classrooms to have been influenced by the influx of technology in our lives. This has led to a constant debate on the benefits of traditional education versus the advantages of smart education. 

Understanding the Difference between Smart Education System & Traditional Method of Education

Traditionally, education has been imparted in schools across the world in classrooms using the tools of a blackboard, chalkboard, textbooks, assessments, and assignments. The students enrolled themselves in these physical schools and attended classes five days a week. These classes were headed by teachers who stood at the head of the class and gave out instructions for the students to follow. 

Whereas the digital/smart education system, on the other hand, uses a variety of digital tools ranging from smartphones, tablets, laptops, projectors, starboards, digital textbooks, etc. Here the focus is using audio-visual tools to engage the student. In a smart education system, the teacher is a guide who helps the students navigate their learning process through independent learning systems such that they are personalized and customized to suit the learning style and learning pace of the student.

Furthermore, digital learning classrooms do not need the students to attend them physically as learning can take place mainly online. 

Smart Education V/S Traditional Education System – The Advantages and Disadvantages

Advantages:

  • Flexibility

In a traditional education system, students have a constant pressure to keep up with other students and perform at a speed that they may not be comfortable in. On the other hand, a smart education system is characterized by the flexibility that allows the students to learn at their own pace, stopping to review the topics repeatedly, or clearing the doubts with the teachers.

Additionally, a smart education allows the students to learn at a place of their choice or create a suitable learning environment. Instead of sitting in a classroom with multiple distractions or a crowded library, an online student has the flexibility to create his own environment that is best conducive to their learning. This can range from learning while sitting at their favorite café or creating a home learning environment which includes soft-focus music, choice lighting and even stocking up of tea and coffee.

  • Lower Costs

In a traditional schooling system, there are a few mandatory fees that every student must pay related to using classroom space, school resources and equipment. However, these do not apply to an online course and with the right tools and software, students can enjoy large discounts on the courses that they have applied for. 

  • Larger Variety of Courses

In a smart education system, the online school is not bound by space or time constraints. This is the prime reason that they can offer their students a larger number of courses compared to traditional educational institutes. Thus, a smart education student has access to a larger number of courses that they can take at any time and place of their convenience, expanding their learning.

  • Channels of Communications with Teachers

One of the biggest benefits of taking the smart education system is that it offers students multiple channels of communication with the teachers. Instead of waiting to speak with the teacher after class or taking a special appointment for clearing doubts, the online student can clear his doubts by mailing the teacher or chatting with him on the messaging boards, access to teachers, experts, and student guides increases their confidence in the subject.

This is also especially suitable for introverted students who are too shy to ask questions in class.

  • Collaboration with Peers and Virtual Study Groups 

Students of an online course can also join online study groups and collaborate with their peers to learn faster and better. This not only broadens their learning but opens their minds to new thoughts and ideas related to their subject. Online learners thus get an understanding of new trends in the subjects of their interests and stay updated at all times through collaboration with peer learners.

Disadvantages:

  • Lack of Social Learning

Social learning refers to the elements of learning where the students learn by interacting with each other. The peer network becomes a support system that not only helps in learning but also shapes the character of the students as they learn to share and respect others.

However, the smart learning system allows for only limited indirect interaction with other students and this may often lead to isolated students

  • Extracurricular activities

In a traditional learning system, the extracurricular activities give the students offers the students plenty of opportunities to showcase their hidden talent to others. This boosts their self-confidence and helps in personality development.

Conclusion:

The capabilities of the younger generation are slowly increasing due to the numerous opportunities that online education offers. The new generation of smart schools offers the students multiple intelligent education systems that use visual techniques together with technology to present information in a more effective manner. This enhances the capabilities of next-gen students to improve understanding and learning.

This way of smart learning also helps the students retain what they learn for longer periods of time.

Today, access to technology broadens minds due to the variety of information available to the learner. In a world where traditional classroom systems are considered boring, the Smart learning System transforms learning into a fun and exciting adventure.

A smart education goes a long way in preparing the child and imparting skills for a future workspace.

Vidya Vikas Academy Case Study

How Vidya Vikas Academy reduced 40% of its administration cost with Fedena Subscription?

About Vidya Vikas Academy:

Vidya Vikas Academy(VVA) is an English medium school affiliated by the Central Board of Secondary Education (CBSE), New Delhi, and recognized by the Directorate of Education, Government of Goa. The school was established in the year 1994, it has become one of the most reputed schools in the state of Goa.

School has 43 classrooms and offers classes from Nursery to 12th standard. The school had humble beginnings housed in the same rented premises that had earlier used by Shree Damodar College of Commerce & Economics and Govind Ramnath Kare College of Law. 

Today the school occupies a spacious building in the Vidya Vikas Mandal Campus and offers its pupils state of art facilities. The school does its best to impart education rather than mere knowledge.

Executive Summary: In this case study, we take a deeper look at how Fedena the paperless solution helped in reducing the 40% of their administration cost. Also, it helped in saving a lot of time by automating the day to day operations of the Vidya Vikas Academy Institution.
Challenges & Requirements:
  1. Vidya Vikas Academy is the finest school in the State of Goa and hence the total number of applications for admission received every year is huge. Therefore it was a difficult and time-consuming task to compile the details of the respective students efficiently in real-time.
  2. Daily attendance of teachers and students was maintained/marked manually in the attendance registers. Hence monthly/annual attendance details had to be re-entered and compiled in excel, which again was time-consuming.
  3. Student’s results were handwritten and this involved hours of work. Class teachers/ subject teachers had to design and maintain excel files, displaying marks, calculations, etc. Hardcopies of the marks lists had to maintained, along with other respective records.
  4. A lot of our work was either done manually or through using excel. This involved a greater possibility of errors being made. Besides, it was not easy to recover past records.
  5. Hardcopies of the circulars, notices, notes were given to the student which involved large paper consumption.
The Solution:

There are multiple ERP solutions available in the market but Vidya Vikas Academy was looking for a fully-baked solution that not only digitized their whole operations but also provides real-time access to their data.

That’s why we suggested Fedena – Pro Plus Solution, which is a holistic platform to manage the highly cumbersome process hassle-free and with Fedena Mobile App support and an individual can access any information in a single tab.

Key Highlights:

  1. The Admission features, automated the admission application process. Effortlessly admins can manage the student’s details at a granular level and keep a real-time track on each application status.
  2. Fedena has made teachers work more efficient and helped them in mitigating their daily workload so that they can focus on the most important thing i.e imparting the best knowledge to the students. 
  3. With the grade-book module, results are automatically generated through the system hence teachers just need to enter the students’ subject marks and the system generates/calculates the results, which has reduced the burden of the class teachers.
  4. Acquiring the previous records and documents is no longer an issue. With the document management module, admin can easily save the records, edit it at any time and instantly share it with anyone. So that the decision-maker can take real-time. 
  5. The communication module has opened entirely new dimensions for both the teacher-parent as well as teacher-student to interact on a daily basis, thus enriching all of them with current updates happening in school.
  6. Digital messages can be forwarded in real-time. This process is eco-friendly too. Everybody is informed about important notices, information, etc all at the same time and instantly.

The Success:

  1. Paper consumption got reduced by 40%.
  2. Fedena has helped reduce the communication gap, not just between the students and the teachers, but also among parents and teachers. Students and parents can be kept in the loop of every event, schedule change or announcements, etc.
  3. The online admission feature is highly reliable, efficient and eliminated the possibility of human errors.
“Fedena has simplified our admission procedures, data management process, data accessibility and communication between the stakeholders thereby saving our valuable time as well as paper.”

Joble Bijoy, Principal

“Paperless messages can be forwarded. Thus the process is environmentally friendly too. Everybody is informed at the same time. Easy maintenance and calculation of attendance.”

Tr. Nilanjana Chakraborty

“I compliment the team at Vidya Vikas Academy for implementing Fedena. It has helped us to connect to the faculty and track the progress of our ward. The event notifications, fee reminders(SMS), attendance alerts, worksheets, etc have been very helpful.”

Ekta Agarwal, Parent

Timetable manage with school ERP

Types of Timetable & How to manage them Effectively with School ERP?

All of us know what is the timetable and how it is useful. When we were kids going to school, we used to refer to the daily and weekly timetables to plan our studies. The timetables also helped us in figuring out which books to carry to the school for a specific day. More than the subjects taught on a specific day, the timetable is a complicated tool beyond its perceived simplicity. 

A timetable majorly connects and coordinates between four distinctive elements in a school or university, which are:

  • Students
  • Teachers
  • Classrooms
  • Time-slots 

Time-slots are popularly known as periods. Other minor elements coordinated through timetables are the subjects taught in the time-slots allocated to teachers and the type of classrooms allocated. Ex: laboratory, drawing room, sports ground, etc..

There are two major benefits of the timetable. They are the efficient organization of all operational activities in the school and predictable routines for students, teachers and other staff. Through the organization of all activities spread through different timetables, the confusion will be minimal and it increases the overall efficiency of the school. The same timetable communicates to parents about what is happening in the school hours and will help them to guide the students at their home. Through predictable routines, the students and teachers perform better as they will reduce the cognitive load in planning school activities. Routines are proven to be enhancing cognition abilities.

Different Types of Timetables in Schools

Even though many types of timetables are used across schools and universities all around the world, there are only three major types of timetables from which all other sub-types are derived. They are:

  1. Master timetable
  2. Teacher-wise timetable
  3. Class-wise timetable

Master Timetable

The master timetable will have comprehensive information about teacher-wise and class-wise time-slot allocation in a single view. This timetable is usually kept in the principal’s room or chief administrator’s room. In a way, it is a consolidated timetable helpful for the principal to supervise the teachers. This timetable helps the principal or HOD(Head of the Department) to swap classes or re-allocate teachers according to unforeseen events like the leave of a teacher or unavailability of a classroom.

Teacher-wise Timetable

This timetable contains the time-lost and class-room allocation of a single teacher. The teacher-wise timetable will be created for each individual teacher. Some teachers will be handling multiple subjects and the subject association also will be displayed in the teacher-wise timetable.

Class-wise Timetable

This is the most familiar timetable for all of us. This timetable contains all the subject teacher allocations done for the working days in the week for a particular class. Each class in the school will have an individual class-wise timetable. This timetable will also contain time-slot allocations for non-teaching periods like free time, games, extra-curricular activities, etc..

Other than the above major timetable types, the following time-tables are derived from the master-timetable to enhance the administrative experience of the school.

  • Free Period Timetable

This timetable contains the vacant period info of all teachers. This is usually kept in the principal’s or admin chief’s room so that the efficient allocation of teachers can be done by looking at the free periods available all across the institution.

  • Games/Sports Timetable

As the name indicates this timetable contains the different games and sports played using the indoor and outdoor playfields in the school. This timetable is managed by the Principal as well as the physical education head of the school. This timetable helps to coordinate the grounds and indoor playrooms effectively.

  • Co-Curricular Activities Timetable

Similar to the sports timetable, the co-curricular activities timetable allocates the teachers in charge of each co-curricular activity with a room for the activity. This timetable is usually publicly displayed on the noticeboard or distributed to the student prior. 

  • Homework Timetable

This is not followed in all the schools. Even though regular homework is assigned to students, a fixed timetable is not given to parents and students to follow at home. With the homework timetable, it is possible to balance the time spent on different subjects at home. This will help parents to allocate the time for different homework assignments.

How to Manage Timetables effectively with School ERP?

The different timetables in a school can be managed effectively with dedicated timetable management software. Nowadays most of the school ERP comes with inbuilt timetable management software. The school ERP software can be used to generate and manage timetables of any levels of complexity. Let us see some of the most used functions within the timetable module of school ERP:

  • Creating a Class-wise Timetable with School ERP

With the class timings, weekdays, teacher workload allotment and subject associations set in place. The class-wise timetable can be created by the drag and drop feature. You can select a class and all the teacher-subject associated with that class will be available to place in the time-slots(periods). This is an intelligent module and if any mismatch with configurations happens, it will show a warning. Also with the help of school ERP for timetable creation, you will be prompted when the same time-slot is allocated for the same teacher in two different classes.

Here is a video explaining timetable creation step by step:

Class-wise Timetable Setting
  • Teacher Timetable & Master(Institutional) Timetable

These two timetables will be automatically created when all the class-wise timetables are created with the drag and drop feature. There are options to export the timetable to PDF format so that the timetable can be printed out for keeping the copies with teachers, admins, and the principal.

  • Automatic Timetable

There is one more enhancement available with some of the advanced School ERP like Fedena where you can generate the individual class-wise timetable automatically instead of creating it one by one through drag and drop method. This can truly save collective manhours worth months of teachers. But you should be very careful in setting the rules which will be used to generate the automatic timetable.

See a video explaining automatic timetable below:

Automatic Timetable Generator

Timetable creation is a resource-demanding process requiring coordination and planning between admins and teachers. Using a school ERP like Fedena with a fully functional timetable module will save a lot of time for teachers and helps to speed up the school operations. Contact Fedena for a free demo.

Inventory Management System

How Fedena Simplifies Inventory Management System For Higher-Eds?

In every school, there are many administrative activities that need to be done efficiently behind the scene to ensure the smooth functioning of the entire school. These administrative activities usually take a lot of time and effort and with the limited manpower in educational institutes, it becomes a tedious task to manage.

One such administrative task is inventory management in schools and colleges. 

Inventory management in higher educational institutes can be best described as the management of school inventory such a canteen food item, movable furniture like tables, chairs, desktops, laboratory equipment, computer lab related items, teaching aids like DVDs, DVD players, books, projectors, etc. For any school/college, it is essential to manage these assets and resources in a prudent manner so as to ensure the efficiency of use. It is also important to make sure that these items are cared for properly and utilized in the ideal fashion.

Benefits of an Inventory Management System for Higher Educational Institute:

While many schools follow a pen and paper technique for managing inventory, there are many advantages of using an online inventory management system for Higher Educational Institute:

  • Accounting of Assets and Detailed Record-keeping 

When educational institutions use an inventory management system, one of the first tasks that they need to complete is to create a ready reckoner all the assets they own and record the same on the software. This is an essential exercise for all institution as it gives them a comprehensive look at their current assets and plans out strategies for their growth and future related purchases.

An inventory management system also helps in keeping a track on all the items used in the schools and create the sales and purchase transactions when needed.  It also helps to create daily reports for each transaction.

Another benefit of this detailed record-keeping is that in case of loss or theft of expensive school property, it is apparent within one glance. 

  • Schedule the Preparation for Every Lecture

When a teacher walks into the class, they are always prepared and armed with all the instructions they want to give their students on that day. But to be prepared, they need to make certain arrangements early on and this includes booking projectors and other electronic types of equipment. The Inventory software helps the teachers to make these preparations and helps to avoid errors such as duplicate booking of the items or multiple bookings at the same time.

  • Complete Reports related to Stock-keeping 

The school management has to keep a record of numerous items like textbooks, uniforms, school jackets, etc. The inventory management system ensures that this list is effortlessly and efficiently managed.

  • Increased Accessibility

The process of inventory management is made far quicker and simpler with inventory management software. This is because it allows access to employees and teachers online. Instead of standing in a line and filling in forms to make a request for an item, the same can be indented online. The store manager to has an option of approving or rejecting this requests online.

Conclusion:

Today, there is an endless number of inventory management solutions for schools and higher education institutes. The success and performance of a school depend on choosing the right inventory management software that supports the school in meeting all their teaching and administrative goals.

Fedena School ERP System is a leading school management software provider with user-friendly dashboards that allow easy login access for teachers, non-teaching staff, students, parents, and management personnel of your institution. The various modules available in Fedena facilitate all the processes of your institution. Their inventory management module of the software offers a number of advantages.

  1. The inventory module manages the store items and allows the students and staff members to raise indents whenever any items are required. 
  2. Additionally, the inventory module also deals with the adding store, store items, raising indents, raising a purchase order, creation of GRN notes, etc.
  3. The administrative team can also easily create new categories or stores as per the need of the hour.
  4. Moreover, the Fedena module ensure that the Entire inventory management process is tracked and can be analyzed when needed 

The lack of planning and strategizing in inventory management can often lead to a waste of financial resources in many already underfunded and under-resourced schools and colleges. The Fedena inventory management system for higher education ensures that schools and colleges are able to adhere to a planned and consistent approach to the management of these resources. Thus helping to save time, money and effort.

school management system software

School Management System Software: Why Institutes Needs It?

The digital revolution has changed how we operate organizations and communities. Even though the schools were one of the last to embrace digital tools for day to day operations, now there are thousands of online and offline software available to automate different operational activities of a school. Some tools save time for teachers by automating daily attendance related activities. Some other tools help in enhancing parent-teacher communication through mobile apps and SMS. A few tools help in budgeting and fee collection.

Beyond these individual apps, there is a set of software that includes modules for almost all the operational activities of a school, and they are generally termed as School Management Software or “School ERP.”

In this post, we are giving the best possible information for beginners on the basics of school management software and how to choose a good SMS for your school.

Student Information System(SIS) vs School Management Software(SMS).

What is the difference?

Most usually used without any differentiation, the student information system is a subset of a school management software. Student information system contains all the details of a student and data collection spread across modules related to student activities like grade book, fee, extracurricular activities, parent-teacher communication, etc.. A school management software or school ERP have very broad scope and takes care of advanced features to run a school like human resource management, budgeting, security, etc. All school management software will contain modules of a good student information system. So it is ideal to choose a school management software for your school and begin with student information modules. Later you can start using advanced modules for automating school operations further.

Different Types of Schools:

Can we use a school management system software to automate a University or a Training center?

Again the term “School” is also used very generally, and it can mean a different kind of organization to different people. In some parts of the world, the Higher education university is also termed as a school. And in other parts, only elementary education is termed as school education. A well-designed school management system will take care of both elementary school operations and higher education operations without major customization. Software like Fedena does that elegantly.

Other than elementary and higher education schools, we have universities. A university management system is a complicated software containing intricate levels of operations management and user authorization. This also can be managed well with a school management system, but most of the time, it demands customization as the impact and ROI will be in millions of dollars.

Then we have other entities where the process of teaching and learning happens. A major number of these are training schools where different skills are trained. Martial arts schools, dance schools, etc. that usually operate outside the control of a university comes under this category. Also, there are plenty of parallel education centers where the students of the traditional schools go to learn advanced coaching. These are coaching centers which are another type of school.

In most of the countries, the schools will be of three types. Wholly privately owned, Fully government/state-owned, Private-Government partnership. Understanding this segregation also will be beneficial in learning about school management software and its usage.

Another critical category is a group of institutions. Where multiple schools and higher-education entities are operated under single management.

Role of Management Information Software

Before analyzing the benefits of school management software, we should first try to understand the concepts and origin of management information systems. A management information system (MIS) is a database/software used for decision-making, and the coordination, control, analysis, and visualization of information in an organization. In a corporate setting, the ultimate goal of the use of a management information system is to increase the value and profits of the business. Read more in Wikipedia 

Since a school is different from corporate, the goal of the management information system may not be profit but on the value and social impact along with the profit goals. So a school management software will ultimately help you achieve the goals of the school. This can be checked with the vendor to understand how the software will provide different reports and tools to reach the goals of your school.

How can a simple but well-designed software act as a catalyst in achieving the goals of your school?

All schools can benefit from software irrespective of the size of the organization. There are schools with less than ten students and also government-operated school groups with millions of students. Based on the size of the schools and the number of users who are going to use the software, you need to apply different strategies to implement the software properly. And the benefits are many folds.

One of the best examples of successful school management software implementation is the government level is Project Sampoorna. The numbers involved in this project only speak to its ambitiousness – over 300, 000 teachers benefited in Kerala had the opportunity to use this system to better track and manage their students’ schooling. 70 lakh student records in 15, 000 schools across the State were tracked using the Sampoorna system.

User Types and Benefits:

What are the benefits of school management software for different users?

School management software adds value not only to the teachers or school management. But also to the parents and non-teaching employees of the school. Let us look at what are the different user types in school management software.

  1. Teacher
  2. School Administrator
  3. Principal / Academic Head
  4. School Directors
  5. Students
  6. Parents
  7. Non-teaching employees (Ex: School Nurse, Bus driver etc.)

Most of the school management software will have modules that help all these user types and login access with unique user-id and password. The combined usage of the software by these different user groups creates lots of data, which can be converted to reports for efficient decision making by school authorities.

Now let us look at what is the priority of each of these user types while using school management software.

  1. Teacher – Time (Reduce time spent on non-teaching activities)
  2. School Administrator – Intense Operation of the daily activities without errors and bottlenecks
  3. Principal / Academic Head – Discipline and Academic Goals of the organization
  4. School Directors – Various reports for decision making
  5. Students – Learning
  6. Parents – Safety of kids and communication with teachers
  7. Non-teaching employees – Work

All these priorities can be met with good school management software. Incase of full-fledged implementation proper training has to be provided to all user groups for efficient usage and smooth functioning of the software and school.

Must-have Features of a Good School Management Software

school management software features

How to choose a school management system for your school?

Choosing a good school management system to help school operations can seem like a difficult task. But the following points will be helpful for you to simplify the process.

  • First, find how many students your school has presently and what number it will reach in the next five years. This is important because some software pricing is dependent on a number of users. So as the school grows, the cost will also increase in subsequent years. Not all software charge you on per user. Software like Fedena provides unlimited user licensing, and you will have peace of mind when your school grows exponentially in the future.
  • Another important step is to identify the type of school and whether the software supports the grading methods used in your school. Usually, a good school management software will be able to support your school with a few configuration changes within the software.
  • Also, it will be helpful to identify which modules you need in school management software. If you are using software for the first time in your school, you may not require all the modules of an advanced school management software. You can run a survey within your school to understand where the teachers and admins require software to improve operational efficiency.

Most of the school management software sales team will help you in the purchase process by patiently listening to and clearing all your queries. They will also give a free demo to your user groups to smoothen the purchase process further. Contact Fedena sales team for a free demo and smooth purchase process.

Future of School Management System:

future of school management system software

Technology is growing at a fast pace, and more breakthroughs are happening every day. With the emergence of pervasive high-speed internet like 5G and energy-efficient hardware in the Internet of Things(IoT), the administrative activities in a school can be completely automated and linked with school management software for immediate communication with all user groups. Any new technology breakthrough you read in the newspaper or watch television, you can expect it to reach the school operations very soon as schools are where the future of our race is built, and it always requires the best ideas and technology. 

RFID attendance system

Why RFID Attendance System in Schools & its Benefits?

All of us enjoy the benefits of RFID solutions every day even though many of us do not recognize its presence in various situations in our daily life. We see it in retail stores, libraries, hospitals, amusement parks, airports, schools and any place where tracking of item/people movements are implemented to serve the customers better. Even though RFID related solutions were part of libraries from a long time ago, there is a sudden growth in the RFID applications for student tracking as it enhances the overall security of students in schools and other places where constant supervision of adults is required. The RFID applications can produce enormous data that can be analyzed to derive insights for decision making.

How RFID Attendance System works?

The RFID can be implemented in a school environment to derive the benefits for all stakeholders – students, parents, teachers, and management. Each student will be given an RFID tag to wear. This can be in the form of an ID card or a part of their daily uniform. Each RFID tag will be preprogrammed according to the unique user profile of the student. The antennas will be placed in strategical locations like school gate, classroom doors, library, canteen, etc. Multiple antennas can be placed around the same location to increase accuracy and work as a standby to avoid the single point of failure. 

The antennas will be connected to RFID readers and power source through a well-planned grid of power cables and communication cables. The RFID readers are then connected to a computer to store and process the information and database. This computer will be connected to the student information system like Fedena whereby different alerts are sent to the stakeholders. Ex: SMS alerts to parents when the student enters the main gate, Mobile app notifications when the student enters or leaves a certain area.

Benefits of using RFID Attendance System in schools

  • Security & Safety

A well-implemented RFID attendance system provides security to the daily operations and safety of the students. As all the information about the student after the student enters the gate in the morning till leaving in the evening is recorded and communicated with the parents, there is less worry about the safety of the students. Since all the details are communicated to parents through SMS or mobile apps, the parents find peace of mind and they can focus on their work easily.

  • Fast Communication

Without an automated RFID solution, each of the updates has to be manually entered into the student information system to communicate with the parents. According to the workload of teachers and admin staff, this task might be done either end of the day or once every week. This is not helpful to the parents as this is the same as how schools are operated before the advent of technology. With RFID solution all the location data is captured and communicated to the student information system instantly. According to the settings selected by the student information system operator, the same information will be delivered to the parents on pre-set timing and logic.

  • Better Discipline & Better Grades

It is observed and proven in case studies that a well-monitored school will have better discipline compared to schools without surveillance. This is not only because of the improved discipline of the kids, but also due to the improved discipline of various non-teaching staff in the school like security guards, bus drivers, maids etc.. When students are aware of the fact that the attendance is tracked live and communicated to parents instantaneously, this will avoid disciplinary issues. And better-disciplined students produce better grades and good citizens.

Other Places to Install and Benefit from RFID System in a School

  • Libraries

Other than taking attendance of students, the RFID solution can be implemented to enhance the library experience for everyone. Instead of barcode, the books can be implanted with RFID tags for tracking and data analyzing. This combined with the RFID tags of students will produce seamless experience in library books lending and returning without the need of queues in the library. Also, students can search in library management software or school management software for the availability of any book. Over a period of time, the RFID system will also produce insightful reports on the movement of students and books within the library to understand the behavior of students. Where we can learn why certain student behaviors are helping them become good readers and good students.

  • Restricted Areas

In most of the schools, there will be restricted areas where the students are not advised not to approach. This can be for privacy, security, and safety or to improve discipline. The entry to the restricted areas can be tracked and the warning can be issued immediately.

  • School Buses

Another recent trend is to implement an RFID system in school buses. This allows the tracking of students outside the school campus when they are on a school bus. This collects information about the stops where the kids on-boarded and de-boarded the bus. This also will be communicated to parents on a realtime basis through the student information system mobile apps or SMS.

  • Canteen

A good RFID system can be used to automate the daily operations in canteen similar to the way a library is automated. Payments can be deducted from the pre-funded wallets integrated with the student information system and the RFID solution. This will save a lot of valuable time of students and teachers.

  • Attendance System for Teachers and Non-Teaching Staff

While the RFID system is mainly used for tracking of students’ attendance, the same system can be extended to track the attendance and movement of teachers and non-teaching staff without an increase in cost. The same hardware and software components can be used to generate reports on teachers and non-teaching staff attendance and behavior in the school campus.

competency based learning

Competency-Based Learning: Pros & Cons

Is Competency-Based Learning Right For Students?

The word “Competency” means to do something efficiently with skill and proficiency. It is a learning approach where education is flexible and personalized. 

The focus of this method is on allowing the student to learn at their own pace and through a medium that most appeals to their learning style. This method of learning ensures that the student progresses through the academic curriculum at their own speed and depth. 

This form of learning is an attempt to break away from the regular classroom model, where all the students in a class, study the same subject, at the same speed irrespective if they have grasped the topic.

On the other hand, competency-based learning focuses on mastery and personalization. 

The system allows the students to continue learning the same topic repetitively until the desired learning outcome is achieved. Once the student can demonstrate this mastery of a particular subject or a skill, either through a test or some other form of assessment, they are allowed to move to the next level of the subject. This form of learning promotes individualized learning as it is designed to accommodate various learning styles. This experience makes education a personalized experience because the content is tailored to each student.

This form of learning can be offered in a classroom setting, but it is also a popular method of teaching in online courses. 

What Are The Pros Of Competency-Based Learning?

  • Relevant Learning Material

One of the key benefits of competency-based learning is that it is a skill-based learning program. All the programs under this form of learning are designed around the skills or competencies that are needed for a particular career. This ensures that all the material that is included in the curriculum is relevant and allow the students to develop expertise over a topic.

  • Flexible Learning Process

Competency-based programs are very flexible as their structure so as to appeal to the learning process of the individual student. This essentially means that they are no set deadline for learning and no rigid schedule in these programs. The students are in complete control of their learning and control process. They decided when to enter the program, at what pace of learning and when to complete the program with a test or assessment. 

  • Highly Motivated Students 

Competency-based programs are self-paced where the focus is on the final outcome and not the journey of learning. Since the students are given the freedom to learn at a pace that suits them and are not confined to a strict method or schedule, they tend to be highly self-motivated as they seek mastery over their subject.

  • Empowered And Confident Students

One of the strongest outcomes of the competency-based education system is that the learners feel more empowered as they have ownership over their education. The control that a competency-based program offers students makes them more confident of grasping the study material at their own time, space and pace.

  • Suitable For Adult Learners

A competency-based program allows the students to move as slow or fast as they wish in the learning process. This flexibility is perfect for adult learners who may also be pursuing a career or have other commitments that leave them with limited time to pursue their studies.

  • Ample Of Student Support Provided

Students who are part of a competency-based learning program have access to regular mentoring, consistent advising and feedbacks from the academic coach. This supportive learning environment helps the learning process and aids the success of the student.

  • Experience Provided 

Unlike traditional courses, the students in a competency-based program spend plenty of time learning the concepts over and over again and gaining real-world skills. This real-world experience ensures that the students are better equipped to take on challenges and are job-ready.

  • Supports Students With Diverse Backgrounds

Due to the flexibility and personalization factors, Competency-based program supports students with diverse knowledge backgrounds, education levels, and other related aptitudes.

What Are The Cons Of Competency-Based Learning?

  • Increased Chances Of Procrastination

One of the biggest disadvantages of competency-based learning is that it may lead to procrastination amongst unenthusiastic students. Since there is no fixed schedule or time frame for the completion of the course, it may lead to laziness among the students. For the success of a competency-based learning program, it is essential that the students be self-disciplined, and self-motivated to be able to plan and work independently. This is not possible for all students.

  • Not Suitable To Fast Based Needs Or Future Needs

Competency-based education does not suit subject areas where new skills and new knowledge need to be rapidly accommodated within a specific timeline. Additionally, competency-based educational programs tend to focus on developing skills that are needed at present and are less focused on preparing learners with the flexibility needed for a more uncertain future.

  •  Does Not Take Social Learning Into Account

Social Learning is when the students in a classroom learn from one another through observation, imitation, and modeling. Since the students in a competency learning program are learning on their own they often miss out of the benefits of social learning. 

As with any learning model, there are positive as well as negative aspects for every institute to consider. It is important for an institute to weight in all the pros and cons and select a learning approach that will be most beneficial to the students.

Aparna World School Case Study

Case Study: How Fedena helped in managing bulk data effectively & enhanced data security?

About Aparna World School:

Aparna World School is a CBSE pattern school established in 2014, situated in Jharsuguda, Odisha. It is a K-12 Learning School started in 2014-15 and also an Indian Boarding School. As of 2016, the school has enrolled 350 students, with a teacher-student ratio of 1:15. The school occupies an 18-acre campus.

Aparna World School Case Study

The founder of Aparna World School Sri Om Prakash Poddar believes that the school aspires not simply to adapt to the constant changes in the needs of its learners and the society they will create, but to harness and accelerate that change in all ways it can. 

Executive Summary: In this case study, we take a deeper look into how Fedena helped in managing the bulk data effectively and enhance the data security for Aparna World School.

Challenges & Requirements:

  • In Aparna World School, the standardized process to handle the data from a single platform was missing which has increased the data discrepancies.
  • Every department was managing the student’s data separately, this was making it difficult for their admins to update and maintain the consistent data across all the department which eventually escalating the possibility of data redundancy.
  • Instant access to student’s scholastic and personal data details was not easily obtainable, which not only restrain the stakeholders in making a quick decision but also impeding the smooth operations.
  • Managing manually all school data was the time-killing task for the admin’s which was impacting their other tasks productivity.
  • Creating reports such as student’s attendance reports, transport records, teacher’s performance reports, financial reports and more from unorganized data was painstaking tasks for admins. Therefore Aparna World School was looking for a solution which can provide the data insight at their fingertips.

The Solution:

Data management & handling was the key issue they were facing day by day and when our experts analyze their situation they suggested that Fedena SaaS Pro Plan is the best solution for them. During the phase implementation, Fedena provided 3 days of on-site training to the institute’s core team.

Key Highlights of Solution:

  • Now accessing any academic and administrative data related to a particular student/employee has become simple and easy. In a single click, stakeholders can view any information at any time from anywhere.
  • With Fedena solution data tracking, data sharing, customizing and editing of the data become super easy. 
  • To create reports, excel sheet got replaced by Fedena, now in a tap user can generate customized reports, analyze it and make the best decision for their institute growth, thus saving time and effort.
  • The centralized platform of Fedena helped in storing & collating the information of students/employees across the various departments in a single place.

The Success:

  1. Simplifies the whole data management process which helps them in saving 70% of their time.
  2. Data redundancy and data inconsistency across all the database got reduced.
  3. Enhance data security & simplifies the data accessibility for all the stakeholders.
  4. The customized reports helped in understanding the financial health and organization stability of the institute.
“The platform took care of all the data management tasks, saving us a valuable amount of time. This in turn saved time for more important tasks like student development.”

Aparna World School

Aparna World School Case Study
Personalized learning

Why Personalized Learning to overcome High Student to Teacher Ratio?

Make your classroom more effective by ensuring tailored learning 

What is High Student to Teacher Ratios? 

High student to teacher ratios to a phenomenon that would be familiar to most educators and parents. It basically means that there are far more students than ideal to every teacher in a school or classroom. Overcrowded classrooms are an unfortunate reality at most schools where resources are low but demand from students grows year on year. Research shows the high student to teacher ratios negatively affects learning in a multitude of ways, the primary being that teachers are unable to give students the kind of individual attention they need. Instead, teachers are distracted by excessive classroom management responsibilities, overwhelming logistics and disciplinary efforts, instead of being able to focus on their real job of teaching. 

What is Personalized Learning? 

Personalized learning refers to a teaching methodology that focuses on ensuring that the teaching pedagogy used in class is customized to the unique and individual needs of each student. Personalized learning has been shown to be one of the most effective teaching methods in the classroom – it essentially teaches students the course material in the most ideal way suited to their learning methods. 

How does Personalized Learning address the issue of High Student to Teacher ratios? 

Personalized learning would ensure that despite logistical constraints of having an overcrowded classroom, students are receiving the kind of teaching they need to excel. So despite numerous distractions, the time being spent on learning and teaching is high quality and has a high return on investment in time and effort being put in by both student and teacher. 

How can we use Personalized learning to address crowded classrooms? 

Personalized learning can thus be used to mitigate the ill effects of the high student to teacher ratios in our educational institution’s classrooms. Despite overcrowded classrooms increasing the burden on teachers, personalized learning can mitigate many of the ill effects of such a situation. Below we discuss in greater detail some methods that can be easily implemented to ensure superlative learning outcomes in the classroom despite barriers: 

  • Use Technology to Personalize Learning 

In this increasingly technologically driven world, a multitude of platforms, tools, and educational aids ensure that students remain engaged and feel personally connected to the material they are consuming. School management systems like Fedena, for instance, automate and digitize many processes reducing the burden of logistical constraints at scale in an overcrowded classroom. They ensure that the burden on teachers of non-teaching duties is reduced as much as possible or at least made easier through automation in a single-window platform. 

  • Build Comprehensive Communication Channels 

In overcrowded classrooms with high student to teacher ratios, it is easy for some pupils to feel overlooked. This means that they do not have a sense of community or motivation emerging from their classrooms – a grave predicament for any student. Building communication channels between teachers and students thus becomes of primary importance. This can be done in multiple ways – from scheduling face time or one on ones between teachers and students to using private communications channels like an instant messenger or private inboxes in school management systems like Fedena to stay in touch with students anywhere, at any time, on their own personal communication devices. Keeping lines of communication open between teachers and each of the members of their classrooms gives students a sense of personal connection. It also means that they are more likely to reach out proactively when they need help, reducing the burden on the teacher to be the one to always keep an eye on student progress. Personalized learning thus becomes a collaborative process between teacher and student. 

  • Create Personalized Rewards systems 

Finally, there is no work without reward. A simple system to motivate students would be to create rewards for students who achieve their academic goals. When teachers invest the time to make sure these rewards are personalized to the taste of their students, pupils are likely to work harder thanks to personalized learning rewards.

traditional education system

How can e-learning reform the traditional education system?

E-learning is revolutionizing the traditional educational eco-system 

What is traditional learning? 

Traditional learning refers to any form of instruction that utilizes classic paper and pencil methods in a regular classroom setting. In short, traditional refers to any kind of learning that involves methods that are typically implemented in any school. This can include typical lecture-style instruction, assignments and exams, and homework for students, classic teaching pedagogy and training for teachers, the use of assigned textbooks and other course material, and an in-person instruction system. Traditional learning is what most students today continue to be familiar with. While subjects, textbooks, and some teaching styles may vary most of the elements described above will be present. 

What is e-learning? 

Broadly speaking e-learning refers to any sort of instruction that is communicated electronically, usually over the internet. Think of any sort of educational content you might have consumed on platforms like YouTube or other streaming sites or online courses taken through a university or even virtual classrooms where students and teachers sign in remotely – all these would count as examples of e-learning. With the increasing ubiquity and rapid spread of technology, e-learning is an inevitable evolution of the educational ecosystem. It may be something as small as the use of electronic materials or something as huge as massive online open courses that allow anyone, anywhere and at any time to sign up to learn something new. E-learning is increasingly becoming a feature in classrooms across schools and colleges in the world due to the many benefits it transfers to all stakeholders in the educational ecosystem. 

What are the benefits of e-learning over the traditional education system? 

The advantages of including e-learning education system methodologies within the traditional education system or even implementing e-learning options at your school and college are many. Some key benefits of an e-learning education system are discussed in further detail below: 

  • One Time Setup Cost 

Many schools and colleges hesitate to invest in the e-learning education system since they feel that the cost of such an endeavor would be too high to bear. This is largely because of a change in infrastructure. While schools and colleges are used to investing in items such as pens and paper, desks and benches, blackboards and classrooms, it makes sense that the setup costs for an entirely new system of learning have to be carefully tallied against the school or college’s budget. However, with most e-learning education system methods or tools, the cost is primarily in the setup, which is then mitigated over time due to how much it is used. This means that the cost is a one time cost – an investment into the future, where the returns on such an investment are plentiful. 

  • Increases Inclusivity for Stakeholders 

The e-learning education system may seem very modern and cutting edge since it makes use of the latest technology in the educational ecosystem. However, this does not mean that it is out of reach of the common man or exclusionary in any way. In fact, with the growth in low-cost technology and the proliferation of internet connectivity and internet-enabled devices in even the most remote parts of the world, e-learning education system looks increasingly implementable in the present day and age. This is especially important for marginalized communities that ordinarily do not have access, infrastructure or the necessary funding to build and sustain traditional education systems. E-learning makes it possible for anyone with an internet connection and an internet-enabled device to be able to sign into a classroom, which is revolutionary for learners who are often ignored or excluded from traditional systems of learning. 

  • Easy to Scale Up 

Technology for the e-learning education system is built in such a way that there are continual improvement and development being done on the tools that support it. Whether it is a new version of an app with extra features or just advancing hardware, e-learning education system makes it easy for users to keep up with the times through easy patches or increasingly low-cost devices. This means that whether the school or college is small or large, it does make it easier to scale up to meet the present needs of the school when the e-learning education system has been implemented. Being able to easily update via a patch or software upgrade or having the rare hardware update also end up being cost-effective ensures that schools can scale up easily and stay up to date. 

  • Technology Embracing 

In the modern world, the use of technology is becoming ubiquitous. Entire jobs rely on it and there is no industry that has not been affected and embraced technology in some form of the other. It is important for schools and colleges to also prepare their children for this modern world by embracing the use of technology at the very earliest. The easiest and most beneficial way to do this would be through the implementation of e-learning education system, which ensures that students familiarise themselves with the use of various electronic or internet-enabled tools and platforms in their day to day lives, to perform their day to day tasks. Not only do students then become comfortable using technology, but they also understand the systems of thinking that underlie it making them natural learners in an increasingly technology embracing world. 

  • Lowered Overheads and Labor Cost 

Think of the endless overheads of running a school or college – from simple things like pens and papers to storage space for all the physical records that need to be maintained. A traditional education system comes with massive overhead costs. E-learning on the other hand naturally eliminates many of these costs, since so many of the tasks and processes take place electronically. From classroom assignments being submitted using school management systems like Fedena to even the elimination of the need for a physical space to call a classroom, e-learning education system drastically reduces overhead costs for all stakeholders in the educational ecosystem. 

The same also applies to labor costs with a traditional education system. Many personnel is required to manage the logistical and temporal demands of a traditional classroom setting – from study materials that are physical to the natural restrictions in the number of students that can be fit in a physical classroom. With e-learning education system such restrictions do not apply. Instead, since many tasks and processes are automated, the need for a human agent to perform them is eliminated resulting in downsizing and reduction in labor costs. This kind of reduction in costs is vital for budget-conscious industries such as education since valuable funds can then be redirected towards more worthy causes that would benefit all stakeholders in the educational ecosystem. 

Conclusion: Can e-learning replace traditional education systems? 

As we move into the future, it is likely that educators and management will continue to take advantage of the many benefits of e-learning systems. However, some classic traditional education system practices will remain. Rather than creating a false dichotomy where one is forced to choose between a traditional education system and e-learning it is more likely that a new form of systemic learning will emerge that is a blend of the two. We are already seeing this in practice – with virtual classrooms becoming a reality thanks to tools like Uzity learning management system that allows for a seamless experience, for teachers to reach students in remote parts of the world, and even students gaining access to universities, instructors and courses they would ordinarily not have access to through massive online open courses through services like Coursera. So while it is unlikely that the traditional education system will ever be completely eradicated, it will continue to evolve to be inclusive of new forms of technology and learning, via the e-learning education system. 

School ERP Software

10 Undeniable Reasons Educational Institutes Use School ERP Software

ERP Software is a Necessity for Schools 

What is ERP software? 

ERP software refers to enterprise resource planning software. When used at schools this is called school ERP software, which is essentially a school management system. School ERP software is an application that helps schools automate and digitize their processes. School ERP software is useful to multiple stakeholders – it helps teachers manage classrooms better, administrators manage their tasks better, management sees a positive impact on the bottomline and students finally benefit because school ERP software becomes their organizational companion in learning. 

How does ERP software help schools? 

School ERP software is useful for all stakeholders in a multitude of ways. Below we discuss in further detail the various benefits of this type of dedicated ERP software for educational institutions: 

  • Enhance Communication 

One of the primary advantages of a robust school ERP software is that it enhances communication like never before. From the inbuilt messaging system that allows secure, confidential communication between teachers, students, parents, to features like dashboard announcements, that allow for new messages to be the first thing ERP software users see, communication is elevated by school ERP Software. Other features that enhance communication even beyond the platform are SMS and email alerts – these allow management and teachers to communicate directly with parents and students through their mobile devices and email making sure they can be reached anywhere and at any time. 

  • Reduce Labor Cost 

The very function ERP software is to automate and digitize certain processes. This is especially the case for processes that are rules-driven and repetitive since these can easily be programmed to be performed according to clearly defined rules within the ERP software. The biggest advantage of such a system is that it can be highly customized to follow processes that are already in place, but reduces the burden on the people performing these tasks. This means a reduction in labor costs for management who can now go ahead and make people performing these tasks redundant or reassign them to more vital work. 

  • Improve Decision Making 

Underlying the day to day functioning of school ERP software is a feature that may seem small but is actually highly advantageous on a strategic level – continual and automated collection of user data. For management, such data is useful because it indicates usage patterns of the school ERP software, giving them a very accurate and realistic idea of how this tool is actually used. This, in turn, reflects how people actually work, without interference from personal bias or subjective interpretation. Making data-based decisions is key to better management and decision making, no matter how small and large and using a school ERP software makes that possible. 

Reduce Paper Wastage 

In these times of environmental crises, it is important that everyone do their part to eliminate the burden on our finite resources. One of the ways an institution like a school can do this is to reduce their dependency on paper – especially because educational institutions tend to use so much more of this. Implementing a robust ERP software in your school would mean a reduction in the sheer amount of paperwork being done, resulting in a distinct drop in unnecessary paper wastage and associated expenditure also. 

  • Bulk Data Management 

A school is a complex and dynamic institution that is constantly churning out data or information in one way or another. Whether it is something as simple as test scores for social studies class or deeper dives into the way users act within the school ERP Software, there is plenty of data to be managed within the platform. From multiple grade books, to generating financial information for parents, to even reports on usage for management school ERP software can manage data in bulk far more easily than its human counterpart. 

  • Real-time Tracking 

A superlative school software is not just a data churn machine. It is also a day to day companion in the management and running of a school. In every educational institution, there crops up a new challenge that must be addressed, while also maintain the safety and security of all stakeholders. The only way to tackle this is to remain on alert and keep a watchful eye wherever possible. School ERP software is especially good at this since it can timestamp and track things like school attendance, class attendance, transport management, etc from wherever in the world.. Real-time tracking of everyday operations is thus made possible thanks to school ERP software. 

  • Enhance Security 

For any school, the safety and security of stakeholders are of paramount importance. Take the case of transport management where vulnerable students must be directed to safely commute to and from school to home. School ERP software makes this possible through real-time tracking of the transport vehicle, constantly updated bus routes and transport information. IT can also track attendance down to the school and classroom level through RFID attendance features. Finally, it also protects the financial security of parents by safely generating fee information, reports and receipts in a timely and confidential fashion. 

  • Multi-School Management

Unlike old fashioned, dedicated technology, school ERP software is built to handle the load of managing multiple schools, branches, and institutions under a single banner. This means that the same ERP software can be used to manage multiple schools – all within the same platform without the need to buy multiple versions of the same software. This also lends a sense of unity to the school itself since processes would be similar across schools, but also allows for some degree of customization based on unique and individual needs. This kind of blend of customization and generalization is only possible with the implementation of school ERP software across institutions. 

  • Technology Forward Schooling 

It is undeniable that technology is now endemic to the world we live in. As we move advance further technologically, its use is becoming more and more normalized across our lives. The use of technology is no longer limited to work or for official purposes – one only has to see the proliferation of smartphones even in developing nations and the penetration of internet reach to understand that technology and living in this world are now inextricably linked. School ERP software is both an outcome and a carrier of this phenomenon and with good reason. It is important to have stakeholders in the educational ecosystem who keep pace with the world. Especially with students, preparing them realistically for the world they will live and work in is important – familiarising them with management tools like ERP software will ensure they develop an affinity towards technology. 

  • Improves Stakeholder Relationships 

Thanks to all of the above reasons, it is only inevitable that all stakeholders in the educational ecosystem become more effective workers and thus communicators with each other. When a school ERP software is implemented it is relying on the unerring efficacy of its users to function properly – whenever there is an error, it forces the user to identify the same, correct it, and eliminate future errors. This means that stakeholders work more effectively solo and with each other since their roles are very clearly defined. Stakeholder relationships are thus more clearly defined and better effective, thanks to the use of a tool or aid like Fedena school ERP software. 

Conclusion 

We can thus see that school ERP software like Fedena is now becoming indispensable to any forward-thinking, modern, and quality educational institution like a school or college. Without the support of ERP software built for schools, an educational institution is ignoring reality and the way the world actually works these days. To remain in step with this fast-paced, globalized, technology-driven world, it is thus undeniable that schools need dedicated ERP software.