How to know when to upgrade school management software?

school management software

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

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

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

1. You are unable to integrate it

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

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

2. Issues with keeping records

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

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

3. You face truancy issues

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

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

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

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

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

5. Fire drills are draining your resources

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

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

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

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

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

6. Field trips become too demanding logistically

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

Conclusion

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

Share Button