First and foremost a school management software system can reduce a lot of the paper thus help you save a lot of money that you can spend for other fruitful purposes. With the help of this system, a school can easily stop paper-based processes that are needed for various tasks. Some examples of such tasks would be refund processing and employee reimbursements.
In their stead, a school can come up with paperless choices such as online class registration and electronic billing for paying tuition fees. When you have document management facilities in your school management software you can also lessen the usage of paper in areas such as accounts payable.
In general, with electronic tools such as these at your disposal, you can reduce the amount of printing that you have to do as a school. Apart from paper and printing supplies this way you can save money on postage as well.
Below highlighted the various ways through which school management software helps institute in saving money:
1. Streamlining business procedures
With a good software system for the school, you would be able to streamline your business processes as well. Quite often you may need to hire business process specialists in order to look at ways in which your overall operations can be made more efficient.
It is true that you can save a lot of money that way as well. However, things can get even better if you were to switch to an electronic processor such as the one we are talking about over here. For example, you would be able to streamline processes such as purchase orders, maintenance requests, and payroll to name a few.
Some of the functions that can be performed seamlessly with these systems may be mentioned as below:
- employee management
- fee submission
- payroll management
- analysis of fee structure and defaulters
- payroll form creation
- management of fee payment
- automatic calculation of loss of pay
- income and expenditure management
- payslip generation
- categorization of income and expenses
- leave management
- fee receipt printing
- payslip approval
- financial report generation
- fee classification
- liability and asset management
- fee collection date designing system
- donation management
Apart from these, these systems also help you perform functions such as inventory management and placement at a lot less cost.
2. Special purpose applications
With the help of a top class school management system, you would be able to better manage critical areas of your operation such as food services, textbooks, usage of rooms, school buses, and utilities like electricity and heating and cooling. This way you can save a whole lot of money as well.
3. Reduction in cost of communication
With a top of the line school management software system, you would be able to save a lot of money in the area of communications. For example, you would not need the phone on every desk system that was once the norm in every school in the days gone by. The main reason for this is the fact that these systems use unified communications tools. Examples of such tools would be Skype and voice over internet protocol (VOIP).
They also utilize business processes like setting up communication technologies and centralize the buying process of a school. As most of the IT (information technology) executives working in schools would tell you, the biggest benefit of unified communications is that it is capable of reducing operating costs. At the same time, it leads to better productivity and communication also become a lot more reliable as well. Apart from that, with systems such as these, you can put a phone in every room of your school. This, in turn, can make your school a lot more secure than before.
These systems come with inbuilt messaging systems and can easily help you send many messages in the shortest span of time to other people who are connected to the same system. This makes it easy for you administrators to have effective communication with all the stakeholders such as teachers, parents, and students. No longer do you need to communicate separately with them – a process that can take up a lot of time and cost you a lot of money as well.
4. Easy to use systems
The systems that we are talking about over here are very easy to use. They come with facilities like inventive search bars that allows just about anyone to use the software within a few seconds of logging in. It also helps that they have been designed in order to provide a great experience to the users. The interface of these systems is user-friendly and this means that just about anyone with basic knowledge of computers can use these systems. All you need is a little bit of training to operate these systems.
This means that as a school you are not spending a lot of time – and thus money – on training your resources. Since the systems are easy to use you also do not need to hire experts, who are normally costlier, to operate them. This easy to learn and master feature thus makes it convenient for you to save money that you would otherwise incur.
5. Reducing the cost of admissions
As we all know, admission is a major headache for all schools. There is a lot of data that has to be taken care of and there are plenty of resources that have to be engaged to make sure that the entire process happens without mistakes. In a nutshell, all this costs you plenty of money for sure. However, with these new age school management software systems you can perform all these functions smoothly and save a lot of your resources as well.
Resources, in this case, include your money as well. With these systems, you can create unique IDs for all the applicants, create detailed admission forms, and customize them just about the way you want them. This means that you do not need to use up a lot of your employees, spend a lot of time and money printing forms that could very well have mistakes, and spend a lot of time in managing the entire process.