The dictionary defines Optimum Level as the “state of something is the best level or state that it could achieve.”
Today, productivity is a key mantra to success and for any organization to be successful it is essential that there needs to be an optimal environment where employees can work. This optimal environment goes beyond the basic amenities of a desk, computer, and chair. Instead, it means creating opportunities where employees are free to work and perform, do what they are good at and develop their skillset.
Similarly, in any organization, it is essential that the software performs at the optimum level by giving you the results aligned to the organizational goals.
A school ERP software is a tool that is specifically designed to help schools, colleges and educational institutes to streamline a system of paperless administration. It consists of various modules that assist the teachers and staff in maintaining student records, academic history, and other essential student information in a cloud storage system.
However, how can an educational institute know if their school ERP software is performing at its optimum level? Is it helping the school function more competently on a day to day basis or it simply leading to chaos and confusion in everyday functioning? Is it aligned to the school goals? Or is it leading to slower decision making?
To get answers to all these questions and to know if your school ERP software is performing at an optimum level, we need to determine if the software is able to perform the following tasks:
- Automate All Operation:
Running a school can often be an amalgamation of many mundane and time-consuming tasks. Many times important classroom time is spent by the teachers on routine tasks such as attendance, report card generation, etc. thus affecting their productivity and impacting the learning of the students.
However, the use of a school ERP software can simplify this process in a truly effective way. It automates almost all of the tasks related to the management of the school. This can range from biometric system attendance management, fee management, transport management, library management. It automates almost all of the tasks in a seamless manner while eliminating a vast portion of the manual work.
For instance, in terms of fee management, the school ERP software automates almost all of the tasks such as storing fee payment data, generating fee receipts, sending outstanding fee reminders to students, calculating pending fee amounts etc.
- Reduce The Paper Wastage:
Schools have to deal with a large amount of paperwork that accumulates on a daily basis. This paperwork ranges from assignment results, report data, admission forms, inquiry registrations, alumni details, student records – the list is endless.
This document management takes a lot of time and effort as they need to be organized and stored. This storage can be expensive. Furthermore, retrieving the information when needed can be a tiresome and costly affair.
However, an optimally functioning school ERP system ensures that all the documents are saved in a digital format and saved securely on a cloud system. Thus saving schools the time and effort of storing, saving, organizing these documents and making it easier and faster than ever to retrieve the information when needed. Thus a school ERP system not only reduced paper wastage but it also ensures that it helps save schools time and money.
- Provide Insightful Reports To Make Better And Faster Decisions:
A key function and advantage of a school ERP software functions are to generate reports for the various functions and departments of the school. These reports range from reports on the transport system, student attendance, human resources, admissions and registration, sports and extracurriculars—all areas where schools regularly devote a majority of their resources. The reports are easy to customize according to the needs of the administration and can be accessed at the click of the mouse.
These easy to access reports play a pivotal role in the decision-making process in schools. By providing the right information at the right times – the school ERP system is able to provide insightful reports that help the school make faster decisions- that are strategically based on sound information and data.
- Proper Communication Between Parents And Teachers:
As compared to a previous generation of parents, today parents like to take an active interest in their child’s academic life. From knowing the latest test scores to being updated on all the extracurricular activities, parents are active participants in the student’s learning experience and hence it is important for schools to communicate with the parents regularly. To update the parents on various day to day activities such as homework assignments, attendance reports, and other daily notes, teachers need to write these notes for every student in the classroom.
But this can be a time-consuming task that eats into productive teaching hours. On the other hand printing circulars for holidays and events can lead to increased cost. A school ERP software sends automatic notes, updates and reminders to the parents as and when needed.
For instance, if a student is absent, a note is immediately sent to the parents updating them on the same, similarly in case of upcoming holidays or fee reminders the system will send a reminder to the parents over SMS or email, thus saving the teachers countless hours of work writing individual notes to the parents. This helps improve the parent-teacherer communication and enhances the academic performance of the student.
- Increase Productivity and ROI:
Buying a school ERP software is a onetime financial investment that goes a long way in improving the productivity of the school teaching staff and administration team. By ensuring that routine tasks are automated, a school ERP system ensures that the staff is able to concentrate on essential jobs that will not only increase the productivity of the teams but will also increase profitability in the long run. Thus ensuring that the school ERP system is an effective ROI for the school.
Today, investing in a school management software and a school ERP system provides educational institutes with numerous benefits and advantages. However, to reap the best advantages of a school ERP software it is imperative that the system work at its optimum level.
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