Being a key stakeholder or decision-maker of your institution is a really tough job. You have to juggle between different set of tasks, people and even tools that you have used in your regular operations. From infrastructure vendors to the accreditation unit of the state, you have to host multiple meetings in a day where you have to prioritize a lot of high priority tasks.
Yet again, I also believe that there are certain operations in the school which has to be given the deserved attention in order to do justice with the time and money spent in implementing them. One such example is the implementation of an ERP in your institution. One has to be very careful in the proceedings to reap the full benefits of the ERP.
Below we have enlisted the top 5 mistakes that educators do while implementing the ERP at their institution:
- Not having the Right Market research
Thi This task is usually assigned to the most trusted advisor in the institution in terms of technology. There are a lot of School Management ERPs in the market nowadays. Finding the right one is the key here. This is really important because the ERP implementation needs the time of all the involved resources. When the ERP fails to deliver, the trust of end-users on such tools deteriorates. Therefore it is suggested that you do thorough research on the best School Management ERPs in consideration before making the next move.
- Not having an ERP team
Once you have made the right purchase, your job is to start using the software. Just like any other applications, in ERPs we add data to simplify daily critical operations(say Attendance marking for instance). And this data will be available with the employees in the institution. You need to make sure that this data is collected and forwarded to the implementation team. The best way to attain this is by creating an ERP team in the institution who will be responsible to collect and enter the data. This team should be thoroughly trained on each and every module of the application to tackle any situation regarding the implementation. It has been seen that many implementations going downhill because of the unavailability of a SPOC/ ERP team in an institution.
- Big Bang vs Phased Approach
Finding the right implementation strategy is a decision you have to take very carefully. Big Bang approach should be used with a small team of end-users or if the implementation is limited to only one single location. But in the Phased Approach, the modules trained phase by phase. This not only gives a gateway to minimize risks in the process change but also gives enough time to the end-users to cope up with the change management.
- Not educating the end Users
This is the most common mistake that the institutes make after the implementation of ERP. Once the handover is completed, it is automatically assumed that the end-users like parents teachers and students would miraculously start using the application. This is however wrong as we have to put in efforts to make sure this happens. Today most of the ERPs come with options like SMS, Emails and even Push notifications, which can be triggered in a matter of clicks to make end-users aware of the existence of the ERP. Yet again, if none of the above works, you can always have a small kiosk arranged in school gatherings like Sports day, Annual day or even PTMs just to make people aware of how to use the application. The benefits of this can be unimaginable at a later stage.
- Not strict in enforcing usage
This particular point is pretty much the same for every new change that you want to bring in the institution. There will always be some resistance to change, but still, we have to keep moving for the greater good. In one of the recent chats with my clients, we found that they have made Employee leave application in Fedena a mandatory norm before an employee takes leaves. Having the data on the leaves taken by each employee, they have certainly found success in saving time in the Loss of pay calculations on a monthly basis. So Enforcement is the driving factor here.
Even though I have listed the major mistakes, I have always found the employees and the management staff quite passionate about their work. The best tip to make a successful implementation is in the engagement of all the parties involved.
All the very best for the Implementation of the School Management ERP in your Institution.
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