SaaS-based ERP for schools

Why invest in a SaaS-based ERP for schools and colleges?

Your choice of ERP for schools is key to its success

What is a SaaS-based ERP for schools? 

SaaS (software as a service) based ERP (enterprise resource planning) for schools and colleges refers to a school management system that relies on a SaaS-based system, i.e, a delivery system that has the software stored and managed on the service provider’s datacentre. An ERP for schools is usually paid for on a subscription basis. They are also usually accessed via an internet browser. The most popular version of SaaS-based ERP for schools can also be referred to as cloud-based ERP for schools. 

What are the advantages of SaaS-based ERP for schools? 

  • Budget-friendly 

The installation, maintenance and perpetual upgrading of on-site IT infrastructure is a very heavy burden on the budget of an educational institution. With a SaaS-based ERP for school, the financial burden is reduced since the infrastructural costs are maintained by the service provider. The benefits of such cost-cutting trickle down from management to teachers, parents, and students alike. 

  • Reduced overhead 

Unlike a traditional on-site IT installation, with a SaaS-based ERP for schools, there is no need for the installation, maintenance and constant upgrading of any external hardware or additional server to run the software. Instead, all of this is taken care of by the service provider of the SaaS-based ERP for school itself. This means the burden on the educational institution of installing and maintaining the overheads of a traditional system is reduced, freeing them up to better serve parents, students, teachers and other stakeholders. 

  • Easily integrate with 3rd party software 

While traditional ERP for schools tends to remain pretty closed, SaaS-based ERP for schools is far more friendly to third party software. This means that there is no need to remain restricted to the services being offered by your ERP for school. Instead, one can easily add in more features, services or tools to the existing ERP for school by easily integrating with third-party software that addresses the unique and specific needs of a school. 

  • Easy to scale 

Saas based ERP for school is highly flexible in terms of addressing their users’ needs. Due to how this ERP for schools is structure, one can scale up to meet growing demands – which is useful for a school that is on the come up – or scale down to meet smaller ones. This means that the ERP for school implemented at your educational institution caters to your specific needs, with no wastage of time and resources. Such budget-friendly flexibility is not just advantageous to school management, but also other stakeholders in the school, such as parents, students, and administrators who will be engaging with an ERP for a school that was tailored to them. 

  • Easy Accessibility 

Traditional ERP for schools tends to be locked into the system or geographical location they can be accessed at. SaaS-based ERP for schools can be accessed through an internet browser. This means that anyone with the required permissions can access their ERP for school from anywhere and at any time. This means that parents, students, teachers, and administrative staff are not bound to their specific systems or schools in order to be able to do work with their ERP for schools and can instead be able to take advantage of it on the go. 

  • Needs sensitive and responsive 

A good ERP will keep up with the ever-changing and evolving needs for the school. The educational ecosystem is a dynamic one and it is important for the tools in the space also remain so. With a SaaS based ERP for school, this kind of real-time flexibility is easier than ever before. Thanks to its easy scalability, accessibility and ability to integrate with third-party software, system upgrades and customization are handled entirely by by the service provider of the SaaS based ERP for schools.

This reduces the burden on the educational institution in question, while also remaining sensitive to their ever-changing needs and responsive to them in a timely fashion. This is not just to the advantage of school management. Parents and students also benefit from a responsive ERP for schools since they are the end user interfacing with such applications – it is their needs and usage patterns that determine what the ERP for school must be capable of.

  • Increased safety and security 

Unlike a traditional ERP for schools where all data is stored on site in the school’s servers, a SaaS based ERP for schools has all this backed up in the service provider’s data centers under their own IT infrastructure and systems. This means that the data stored in the ERP for schools is less vulnerable to attack – the data is backed up by the service provider with their own added layers and protocols for protection. This also means that in case of any local data loss or mischief, the ERP for schools data can easily be recovered by the service provider and shared with the school.

This additional layer of security is especially necessary when dealing with data that belongs to vulnerable entities like students or private personal and financial data of parents or even administrative staff that is charged with the responsibility of keeping this data from falling into the wrong hands. 

Online Admission System

Why Do Educational Institutes Need An Online Admission System?

Understanding The Impact Of Technology On The Admission Process And Harnessing The Benefits Of An Online Admission System For Your Institute

Students are central to every educational institute and the student admission season is one of the most essential times of the year for schools and colleges. It is this time of the year that determines how the school will perform for the rest of the academic year and hence educational institutes put in all their resources for a smooth functioning and error-free admission process.

However, today the number of students applying in different institutions and universities is increasing manifold. Additionally, the student’s admission process is getting increasingly complex with interested learners applying from different geographical locations, applying for a myriad combination of subjects, applying using various discounts and scholarships etc. In this scenario is fast becoming increasingly difficult to handle such a large volume of student’s admission in the traditional methods. There is an increasing need for using technology and adapting to an online admission management system.

What is an Online Admission System?


Technology has impacted and integrated into every aspect of our lives including the education sector. As we move into the digital age, it is imperative that educational institutes ensure that students and prospective learners receive information about the courses and admission online. Today, most students and parents simply scour the internet for course information and prefer to apply for the courses they are interested in online.

Presently, an increasing number of educational institutes have begun to rely on web technology for admissions. An Online Admission System is best defined as a web-enabled software designed to manage the entire admission related operations of an institution. It is a simple yet powerful platform that seamlessly connects all the various departments of an educational institution from admission, administration, marketing, accounts, students and many more modules. The use of an online admission management system ensures that existing traditional paper-based complex admission system is transformed into an applicant friendly, efficient, time-saving, accurate, and transparent system at affordable cost with greater speed and wider accessibility 

How Does An Online Admission Management System Work?


1. Registration Process:

The first and most pivotal step of an online admission management system is to share the admission registration URL on the school website or other social media platform. 

This URL should be easily accessible to the students and should give the applicants the opportunity to read the guidelines related to admission, download the admission form or fill in the details in a simple format and then easily submit or upload the application form. This process should be seamlessly easy for the students without any complications or complex procedures. When using Fedena school management software, by using the applicant registration module a student can apply for courses available in the institution. This application can be easily accessed from the school website. 

The school can also set up an Online Payment plugin that will allow the applicants to make a payment for the registration process (If deemed necessary by the school)

2. Review Process:

The online admission management system allows the administration team to access the registrations, review them and allow the students to various courses or simply discard their application. For applicants whose registrations get accepted, the administration can easily allot the batch and fees to the applicant with the click of a mouse

What are the features of an Online Admission Management System?


1. Document Submission

For the applicants, the online admission management systems make it very easy to look at the list of documents needed for the admission process and upload the same.  The feature saves students the hassle of running around and waiting in queues to submit documents as this can be done from the comfort of the home. If the students happen to miss or forget any documents, the student can simply upload the missing document instead of visiting the school, thus saving time and effort.

2. Registration Fees Submission

The online admission system automatically calculates the registration fees and gives students the option for making an online payment at the end of the registration process.

3. Batch Allotment

Once the fees have been paid and the application has been approved by the school administration team, the system allows a course and a batch for the students. This hassle-free process is automated and error-free, an essential feature especially when dealing with a large volume of students. 

4. Save Student Details

The online admission management system saves the details of the student for further use. This includes important information such as addresses, previous mark sheets, and other uploaded information. This is important as the next time if the student needs to apply for another course, the information is readily available. Additionally, it saves the hassle of saving and storing paper documents creating a paper-free and hassle-free digital admission process.

5. Subject Assignment

The online system also assigns subjects to the students based on their interests and their marks. 

6. Enquiry Module

The time of new admissions for any educational institution, especially with all that paperwork can be messy.  But, can the online admission management module makes the process simpler and smarter by allowing for an enquiry module that makes it easy for new applicants to get the information they are looking for at the click of a button.

What are the benefits of an Online Admission Management System?


Applicants’ Convenience: This is one of the greatest advantages of the online application system. All that is the applicants need is access to a computer or a smart device and internet connectivity and they can submit their applications at the click of a mouse, from the comfort of their homes.

Institutes Convenience: Educational institutions also have a major advantage when it comes to an online admission process as there is a quick and efficient system for filtering out candidates and processing of applications is possible through the review process. Additionally, the school gets access to student records and databases which can be saved in a secure manner. There is also a lot of cost-saving that an online admission system offers as the costs of processing applications and employing additional manpower during admissions gets completely eliminated with the implementation of an online application system.

Increased Accuracy and Efficiency: There are high fatigue and monotony involved in the paperwork in the admission process and this can be a catalyst for errors. Not only can these errors be expensive to the school but they also risk the reputation of all involved. Relatively, an online admission system is highly reliable, efficient and eliminates the possibility of human errors.

Increased Geographical Reach: Another advantage of the online admission system is that it makes it possible for candidates from across various locations to apply to the institute without any hassles.

In Conclusion, Online Admission System supports the administration team and the applicants with the support needed by making the admission process faster, easier and hassle-free experience for all concerned. 

implementing Education ERP

Top 5 Mistakes Educators Do While Implementing Education ERP

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.

advantages online examination system

Advantages & Disadvantages of Online Examination System

An online examination is the conducting of an examination or test online in order to measure students academic performance. Traditionally, these evaluations were conducted orally or through written tests using pen and paper. Students gathered in an examination hall or room where a question paper was handed to students and students had to write answers within the allotted time period. These questions were not seen previously in order to ensure a fair evaluation of all students. Students then turn in their answer sheets and after a period of time, evaluators share student scores. 

With an online examination, all these traditional elements continue to persist, however, the mode of test-taking has changed – instead of a physical examination hall, students instead log into an online examination system through which they access the question paper and share their answers. Evaluation and the publication of results also happen within this system.

What are the advantages of an online examination system? 

The advantages of implementing an online examination system at your educational institution are plenty. Below we discuss some key, easily accessed advantages of switching to an online examination system at your school: 

  • Environmentally Friendly 

Straight out of the gate, an online examination system cuts down the negative impact traditional pen and paper exams have on the environment. The sheer amount of reduction in the use of paper is immense and wastage of paper is also curbed. In a world where students will be graduating into an environmental crisis being caused by climate change, this kind of eco-friendly and forward-thinking approach to everyday processes is important. Students will imbibe these values over the course of their education. 

  • Technologically Forward

Another key advantage to using the online examination system is that it integrates well into a technologically rich world. The use of pen and paper in professional situations is reducing. Most work is done using email, text messages, computers for presentations, computer-based design, etc. Making students familiar with a variety of interfaces using this system is preparing them for the real world. It is likely their familiarity with such an interface and process will be especially helpful for events such as training and testing even in the future after they have graduated. 

  • Reduces Labor Cost 

The sheer amount of resources that can be used to set up a single examination is mind-boggling — from teachers setting the examination to administrators ensuring that enough copies of the exam paper have been made for all students. Using an online examination system eliminates many of these processes and the associated labor costs, which directly and positively impacts the bottom line of the educational institution implementing the system. 

  • Saves on Time Investment 

Creating, administering and evaluating a test are time-intensive tasks for everyone involved from the student to the teachers. Using an online examination system allows some amount of reduction in the time investment required of the examination process as a whole. This is because features like addition and import of questions, easy access to the exam for students, and batch-wise evaluations allow students and teachers to save valuable time that would ordinarily be wasted on non-primary tasks and instead direct those energies towards actually setting and assessing scholarly progress for students. 

  • Reduces Overheads 

The overhead costs of securing an examination hall, printing out multiple question papers, providing students answer sheets and supplementary materials can really add up. Switching to an online examination system, however, directly reduces or eliminates many of these overhead costs. Such a switch positively impacts the bottomline of the educational institution in question, freeing up much-needed resources for the school or college that can then be directed towards core responsibilities. 

  • Increased Security and Privacy 

A final advantage of the online examination system is that it allows for increased student privacy and an improvement in how secure the entire process is for all stakeholders involved. For instance, there can be no meddling or untoward activities within the system since there is no opportunity for malicious elements to game the system and produce erroneous responses or results, engage in cheating or any other unethical practices. 

Students also receive results confidentially maintaining their dignity amongst peers and encouraging positive growth instead of unhealthy and pointless competition with peers. This kind of security and privacy may seem excessive, but it really creates a healthier and more positive mindset towards the entire examination process for both students and teachers alike. Fostering this kind of attitude is to benefit of the educational institution on the whole. 

What are the disadvantages of an online examination system? 

  • Open Book Exams 

Due to the nature of the format of an online examination system, exams administered through this platform to some degree become open book exams. Unlike traditional examination settings that did not allow external materials into the physical space the exam was being conducted, nothing stops students from referring to their course materials during an online exam. Since there is also no direct supervision during the exam time period, the entire system is reliant on an honor system to prevent cheating or other malpractice. 

However, teachers can counter this effect by setting questions that do not rely on the student’s ability to look up information in a textbook or Google for data. Instead, questions should aim to test the student’s understanding of the subject matter. In some ways, these are predictors of the student’s actual absorption of the material being taught and thus a better representation of their scholarly progress. 

  • Onboarding onto New Technology 

The implementation of an online examination system necessitates a period of familiarisation on part of all users. Any change in structure will require some investment in onboarding on behalf of the educational institution in question. 

The best approach to take here would be to design training for both students and teachers during the transition from traditional examinations to using the online examination system. These training would familiarise students and teachers on the various features of the system making it more likely they will actually use it instead of sticking to the status quo in terms of how exams are administered at their school. 

  • Infrastructural Barriers 

While the online examination system offers great scope to increase inclusion and accessibility for students across the world, its positive impact can still be mitigated by infrastructural conditions of the location in question. Such barriers are out of the control of the system itself, however, it is undeniable that it is affected by it. 

In many parts of the world things like steady internet connectivity, the existence of an electrical connection, and other infrastructural considerations might interfere with how an online examination system will work. It is thus important to keep the audience taking the exam in mind when implementing the use of this system at your school. 

  • Not suited for Collaborative Evaluations or Group Projects 

The very nature of examinations in the online examination system prevents certain modes of evaluation being implemented at the school. The most obvious one here is that it is not an ideal platform for collaborative evaluations or group projects. This is because the nature of the platform is objective, preventing subjective evaluations where points are handed out to a group for subjective efforts, rather than points awarded on an existing framework. 

Conclusion 

Examinations are an inevitable part of the educational ecosystem. With evolving technologies, a globalized world, and an increasingly competitive educational landscape, it is necessary to keep up with the times. Along with ever-evolving teaching and learning methods, processes like examinations must also be examined. An online examination system is the product of such an analysis – it automates, digitizes and flattens the process to become more accessible, inclusive and accurate compared to its previous avatar. At the same time, it does not eliminate best practices in student evaluation and examination that have been built over the years. Instead, the online examination system is a culmination of the old and familiar and the new and innovative. 

online examination system

Why do we need online examination system?

What is an online examination system? 

An online examination system is a standalone feature in a school management system that covers the experience of administering an exam, taking an exam, and following outcomes from end to end. 

A robust online examination module provides comprehensive examination experience for both students and teachers alike. It is less laborious and overhead intensive examination experience since it automated and digitized the examination administration experience, while also ensuring greater flexibility and access for students from all corners of the world.

Why do schools need an online examination system? 

The traditional examination system has been in place for a long time. Over the years, tweaks in exam duration, question format, evaluation methods, and feedback have evolved, but generally speaking this pen and paper model has persisted over decades of education. So why the change to an online examination system now? 

Simply put, with innovations in technology, an increasingly globalized world, and data-driven insights into teaching and learning methodologies, an online examination system might provide a better perspective into the scholarly journey of a student. Examinations are not just a part and parcel of student life. They are an evaluative tool that allows students, teachers, and parents to track and measure the student’s scholarly progress. It also serves as a concrete metric on which to base learning and teaching decisions for the future. 

Unlike a traditional examination system, an online examination system is more enhanced in numerous ways. From easier setup to remote access, to faster evaluations, an online examination system is better at fulfilling its primary role of being an evaluative tool. 

What are the features of an online examination system? 

An Online examination system can have a variety of features that would be helpful to both teachers and students alike. Below we discuss some key features in detail along with the benefits they bring to the table over a traditional pen and paper examination: 

  • Create Subject and MCQ questions 

The online examination allows users to create examination papers by subject and using multiple-choice questions. This kind of granular ability to create curated questions ensures that examinations remain dynamic and up to date instead of being outdated or outmoded in any way. It also means that a constant stream of questions is being added to the institutional knowledge of the school in question or even archives of a question bank for future educators to use. 

  • Check the existing exams batch-wise 

The online examination system allows for users to evaluate existing exams on a batch-wise basis. This allows for task breakdown making it easier for teachers to check answers for questions in the examination administered. Traditional pen and paper examination evaluation can often feel like it is overwhelming due to the sheer physical volume of work to be assessed. With batch-wise evaluation in the online examination system, the task is broken down to be more surmountable, making it less time consuming and laborious in the process. 

  • View Exam Results Batch Wise 

Similar to the ability to evaluate batch-wise, the online examination system also allows exam results to be viewed as batch-wise. Once again, this allows students and teachers to take on a seemingly overwhelming task with more ease. 

  • Reset Examination Batch Wise 

Let us say an examination needs to be retaken due to unforeseen circumstances – from inclement weather delays to administration errors, there are many reasons an examination may need to be retaken. This can be done easily within the online examination system because the system allows you to reset an examination so all previous test scores and responses are disregarded and students can take the examination as a fresh exam. 

This also allows teachers creating an examination to create dummy exams and do a run through themselves to ensure that students have a hassle-free examination. This kind of beta testing is efficient and effective in ensuring a smooth examination experience for all students. 

Conclusion:

An online examination is the way of the future. It is not a revolutionizing of an existing system, instead of enhancement of it. It is the first step in better understanding and analyzing absorption of course material by students, recall of said material, the effectiveness of teaching methods being used in a classroom. It is also an easy way to collect data to evaluate a student’s performance over the long-term. The results speak for themselves as it benefits all stakeholders in the educational ecosystem – teachers, students, parents, and school management. 

Automatic Leave Reset in School ERP

Upcoming Feature in School ERP: Automatic Leave Reset

No more fretting about crediting the leaves manually. Now automate the leaves crediting process in just a tap. 

A good leave management system increases employee satisfaction, provides transparency and reduce the labor costs. Previously in Fedena system, to reset the leaves HR or Payroll manager has to do it manually. For instance, the manager has to calculate the last credited leaves and accordingly assign the leaves for the upcoming months. But with this new feature update, our software now has the capability to automate this entire process from an end to end perspective. Now for a year, you can set up the leave crediting value and frequency (as per your requirement) and the leaves will get credited automatically in the user accounts. This process not only helps the managers to complete their leave task each year effortlessly but also increases their productivity.

Why use the new Automatic Leave Reset feature?

The current leave reset feature demands too much manual intervention to function properly. Even small missteps can cause disasters like resource crunch, payroll processing errors, and legal complications. The accuracy is questionable. To stay clear of the administrative arsenic, legal landmines, and payroll pitfalls you need a robust leave management system. Before you start using the new auto leave reset feature, you’ll need to understand the whole process. 

How does it work?

The new automatic leave reset feature will not be enabled by default, you can decide when to use it. You will get an option to switch to the automatic leave reset feature. You can even activate this in the mid of a year by creating a leave year within the current year. Once you switch to the new leave year based auto leave reset system, there is no option to revert to the old leave reset feature.

Steps considered mandate in the new feature:
  • Update leave types

First and foremost, you will have to update the credit frequency and credit value for all the existing leave types in your institution.

  • Set the Leave Year

Next, you need to first define the leave year. The leave year that is activated will be the default year range for your institution. All the leaves credited will be under this chosen leave year.

  • Choose the Leave Credit Type

The leave credit will work the way you want it to. You can either go with the manual method of crediting the leaves to employee balance or just activate the automatic method. Also, for all the existing leave types you will have to choose the leave credit type.

  • Leave Credit Date setting

Choose when you wish to have the credit happening in the user’s account. Usually, as a practice, most companies grant leave credits to their employees as per the calendar year. But with this feature, the update can happen as per the last credit date of your institution. You no longer have to follow the traditional method of crediting the leaves.

In short, you can manage your employee leave data in just a few clicks! 

We hope you would like the new Automatic Leave Reset feature. To know more about this contact our support team. Also, keep visiting our blog for everyday hacks for your school management using Fedena.

SSRVM Case Study

Case Study: How Fedena helped 70+ Institute of SSRVM in automating their daily school operations?

About SSRVM:

SSRVM is one of the prestigious Group of Institutions in India. It was established in 1999,  to provide a world-class, holistic education to students across various age groups and multiple fields of study. So far, SSRVM Trust has established about 98 educational institutes, ranging from Pre Primary to P.G. Studies in diverse areas – viz: Management, Computer Study, Ayurveda medicine, etc. and has more than 40,000 students.

The founder of SSRVM Trust, Gurudev Sri Sri Ravishankar Ji believes that just information is not education. It is culturing our behavior and attitude. We can perceive things better. The purpose of education is to increase awareness. Only a school that can nourish inbuilt virtues can impart real intelligence.

Executive Summary: In this case study, we take a more in-depth look into how Fedena helped 70+ institute of SSRVM in automating their daily school operations. Also, helped in saving approximately 71% of staff time.

Challenges & Requirements:
  • SSRVM has institutions across major cities and also in remote parts of the country. They needed a Software which is easy to use even for the novice users. And which provide a common platform for all the stakeholders to connect with each other.
  • SSRVM was looking for a SaaS solution which would eliminate the need of dedicated hardware and save time in installation, maintaining, & upgrading of the software.
  • SSRVM already had a well-trained team of software professionals and domain experts (SSRVM Techsupport) who needed a ‘stable’ software with the potential to integrate multiple aspects of their schools’ day to day work with single-click report generation platform. 
  • SSRVM needed software with ‘complete’ set of basic functionalities and enhanced features to support schools operational needs. 
  • SSRVM Techsupport team wanted to implement and train the SSRVM schools staff by themselves and needed premium backend support from the software provider.
  • Every day all the schools were getting hundreds of admission inquiries. SSRVM looked for a platform which can collect, sort, and manage all the data at a single system and thus save time and labor cost.
  • With an increasing number of students, the fees collection process become time-consuming.  With their existing solution, SSRVM schools were not able to track fee defaulters and also not able to generate e-receipt in a real-time.
  • Schools were following the conventional method to manage attendance and timetable. And wanted to adopt an automated solution that will save time. This would help the Teachers to focus more on teaching and other productive tasks. 
  • Managing employees records and payslip for thousands of employees on an excel sheet were getting complicated day by day. SSRVM looked or a solution which can make this process flawless.
  • 70+ Schools under SSRVM trust had diverse grade book and examination requirements. Ex: CBSE, ICSE, STATE . and SSRVM Techsupport wanted a configurable solution to achieve this requirement.

The Solution:

After doing an in-depth analysis and evaluating the challenges, we understood that the Fedena Pro SaaS with Multi-School Dashboard is the right solution for SSRVM Trust. With SSRVM Techsupport Team leading the charge for implementation & training, Fedena was successfully implemented in all 70 institutions. Sooner all the stakeholders started driving immediate benefit out of the software.

Key Highlights of Solution:

  • Maintaining reports up-to-date is one of the uphill tasks for the admins. With Report feature in Fedena, the complete process became effortless as they can generate outstanding and customized reports in a fraction of seconds. 
  • With the HR module, all the information related to employees can be easily accessed from anywhere. For example: Easy generation of payslips. Availability of full information about employees, including payroll details in Fedena.
  • It automated the student admission and examination process and helped in saving a lot of paperwork, improving the collection of information at the time of admission.
  • Now maintaining student attendance has become simple and easy. In a single click, the teacher can mark the attendance of the students. The whole process becomes digital. 
  • Finance & Fees feature helped the admin in identifying the fees defaulters. The excel sheets got replaced by Fedena, where the user can keep track of all pending fees that are available at a time, can quickly generate reports on outstanding fees helping in easy management of all the financial records. 
  • Timetable feature helped in setting up various timetables and instant access to classroom and subject information is available to teachers, students, and parents. 

The Success:

Now, after consistently using Fedena Pro Module for more than 5 years, SSRVM employees are saving approximately 71% of their time, which they were loosing while managing all the tasks manually. With Fedena, most of SSRVM  administrative tasks have become automated, and it has become easy for the stakeholders to keep a realtime track on all the activities.

“SSRVM Trust appreciates Foradian Technologies Pvt Ltd. for their highly skilled consultants and excellent project management capabilities demonstrated during the implementation of this project. They continue to provide us with excellent operations and post-implementation services through their engineers, which ensures continued support for the Fedena ERP. We are highly impressed by the quality of documentation, commitment to adhere to high standards, and ability to provide the required training and support to our staff.”

Siva Kanchibotla
SSRVM Trust

students database management system

Infographic: 10 Reasons Why To Invest In Students Data System

Understanding the benefits of an Ideal Students Data Management System

The number of education choices available to students has drastically increased in recent years. With this increasing competition, it is essential for schools to not only ensure that they offer quality education but to function in a way that is efficient and smart.

Today, school and educational institutes have to deal with an ever-growing level of complexity, such as the variety, velocity, and volume of student data is one an upward rise. It has made it essential for schools to invest in a student database management system that can store, organize, and manage all the student’s related data.

Here are a few power-packed reasons that schools need to invest in a students data system

School Management Mobile App

Top 5 Features of School Management Mobile App That Will Keep You On Track

Stay efficient on the go with these school management mobile app features.

What is school management software?

School management software is an application that helps manage all the processes at your educational institution. The right school management software is an organizational boon to any school or college. It is because most rules-driven processes can be automated and digitized to be performed by the school management software.

It includes everything from the submission of application forms during admissions to generating individual fee receipts en masse for the student body. School management software is thus the ideal companion to ensure the smooth functioning of any educational institution on a day to day basis.

How does a school management mobile app help?

While school management software is a useful tool in any educational institution’s arsenal, one can recognize its full worth when using it on a mobile device. The full power of school management software gets unleashed by its suitability to be used on the go, using people’s devices.

Research shows us that most people use mobile devices – like mobile phones or tablets – to access their online portals. In this fast-paced world, a tool like a school management software becomes a right partner in the educational ecosystem when people can use it from anywhere at any time and across their devices. A seamless experience across devices and platforms in this regard is key to increasing usage on a consistent base by various stakeholders in the industry.

How features of school management mobile app improve efficiency?

One of the noticeable advantages of using ERP apps is how it makes all stakeholders in the educational ecosystem more efficient in terms of processes on the day-to-day. People can manage their daily tasks more efficiently and effectively. Such outcomes are only enhanced when school ERP mobile app put in use.

Below we discuss the features of school software that get enhanced when used on mobile devices:
  • Timetable Tracking

Staying on track means having easy and readily available access to one’s schedule. It is especially the case for students, who alongside their scholarly pursuits are also learning how to be organized and maintain consistency in their life. These soft skills are essential in the real professional world, where their career success will depend on their ability to discipline themselves and remain productive even under adverse conditions.

In this sense, having a school management mobile app that shares timetable details in real-time, along with allied information helps students stick to a schedule and build habits that will make them timetable oriented in the future also.

  • Fees Management

Fee payments are crucial to school and college management since it directly impacts the bottomline. It is also an indicator of the financial health of a school and a process that is highly sensitive. Fee generation and payment is a high stakes process – it is essential to reduce error rates and remain accurate in terms of details.

A school management software is thus a perfect fee management system that will be able to take over the end to end fee process for any educational institution. The advantage of using school management app is that parents can make fee payments and receive receipts for dues cleared on the go.

The school ERP app enables them to make secure payments through a payment gateway from anywhere at any time and from the device of their choosing. Both parents and school management can rest easy knowing that this vital process is proceeding smoothly and efficiently, while also being convenient for all stakeholders involved.

  • Attendance

Attendance tracking signals the student body health of any educational institution. Patterns in attendance can be studied to understand trends that indicate illness, blockers to attendance, or even students who might be falling behind in some way or another. But attendance tracking in a school management app is not just limited to spotting these trends. Attendance is also a safety issue for a vulnerable populace – the student community.

Being able to use attendance tracking via the mobile app in real-time helps parents and teachers and management be aware of a student’s whereabouts or track where they last were. While independence is encouraged, a school’s primary mandate is also to ensure the safety and security of a student – this is made possible on a day to day basis by the attendance tracking feature in the school management app.

  • Messaging Platform for Notifications and Alerts

Staying up to date in real-time leads to more efficient days for students, teachers, parents, and management at any educational institution. A school management mobile app is especially useful in this regard – it can send out system-wide alerts and notifications in a matter of moments and reach the people it wants to on their mobile devices. No more sending out circulars or making endless phone calls to update stakeholders in the educational ecosystem of what is happening on the day-to-day.

Instead, use instant SMS or email notifications or in-app announcements and messages to keep everyone in the loop. Notifications and alerts can be set up and muted for a variety of purposes, along with also being able to select an audience of one to pre-selected groups to receive such alerts and notifications. These alerts and notifications also keep in mind privacy issues since they are within the school management software platform itself and can be kept confidential to a chosen audience instead of being a system-wide alert if the sender of the notification or alert so desires.

Automated alerts and notifications can also be set up to share confirmations or other information triggered by internal processes to relevant parties. This kind of automated messaging system ensures a reduction of burden on the time and labor resources of an educational institution.

  • Transport Tracking

Keeping student’s safer and secured at an educational institution is a vital part of every school. It includes during their commute to and from school. Parents and school management need to naturally be able to track the whereabouts of every individual student at any given point of time during the day. It is made feasible through the transport management feature in the school management app. It allows parents and administration to track what transport vehicle is present at the school, which one every individual has been assigned to, and also follow the whereabouts of the vehicles in real-time.

The transports management module also defines routes and stops for a school transport vehicle which keeps parents apprised about the route students are taking to and from school. Having such a feature available on the school ERP app ensures that parents and management can access this information at any time from their mobile devices – no need to log into a cumbersome dedicated system to find out this information.

school management app for fees payment

Why are school management apps useful for fees payment?

Pay fees on the go with your school management app

What is a school management app?

A school management app is a tool, platform, or application that helps educational institutions like schools and colleges manage their processes effortlessly. A school management app is useful to every stakeholder in the educational ecosystem – from students, parents, teachers, administrators, and management. The goal of having this tool in institutes is that it can be used easily on the go to manage all administrative tasks and processes and keep yourself up to date with what is happening at your school or college.

How are school management apps useful with the fee payment process?

Fee processing – from generation to payment – is one of the most sensitive processes at any school or college. Because of this, it deals with confidential financial information and also directly impacts the bottomline. So how would have features related to the fee process on the school management app help?

Below we discuss in detail the top three advantages of fee processing on your school management app:

  • Pay anywhere at any time

The biggest hassle of fee payment has often been the requirement for the physical presence of the payee to pay the fees. However, with the implementation of a school management app, parents can pay school fees from anywhere and at any time using their mobile devices. The school management app shares the due fees within the app itself, and the payment of said fees also takes place in the app. It makes the payment easy and convenient but remains secure thanks to inbuilt safety measures on the app.

  • Secure payments on the go

While ease and convenience are essential factors in ensuring the adoption of the school management app by parents, it is also vital that at the same time, their financial information remains protected. To this end, robust school management apps like Fedena guarantee secure payment portals in line with best industry standards to ensure that financial information remains secure during payment. Such payment gateways are highly safe but also easy to use, making them the best option for the fee payment feature in school management apps.

  • Automated fee receipt generation

The final step that signals the completion of any fee payment process is the generation and sharing of the receipt for successful fee payment with the payee – in this case, the parent of the student in question. Fee receipt generation is done en masse and can thus be a cumbersome, time consuming, and labor-intensive process. However, with your school management app’s automated fee receipt generation feature, this step becomes a breeze. Even better, customize the receipts to accounts, groups, or individual students as needed.

fees management software

Top hidden features of Fees Management Software that will make your life easier

Fees management software is enhancing the entire payment process.

What is fees management software?

Fees management software is a tool, platform, or application that helps educational institutions like schools and colleges plan and manage all of their fee payment-related processes. A good fee management software manages the end to end fee payment cycle – from the calculation of fees, accounting for additions and deductions, fee due notice, fee payment portals, and fee receipt generation.

Fee management software ensures that the process of fee payment for parents and fee collection for management remains a safe, secure, and hassle-free experience. It also ensures that an ongoing record is remain maintained for the administration of all these sensitive financial transactions.

Why do we need fees management software?

Fee generation and payment is an essential process for any educational institution since it concerns itself with the bottom line. Fees management software automates and digitizes this entire process, making it less prone to human error and also ensuring that it occurs seamlessly for parents and management. Parents benefit from the implementation of a fees management software because they are sent timely reminders to complete the fee payment and can make the payment from anywhere at any time and from any device. For management, automating the process reduces the error rate and ensures that fee payment becomes a hassle-free process in terms of collection and generation of receipt, while also reducing labor costs, thanks to lowered dependency on the accounts team at their educational institution.

What are the top hidden features of fees management software?

Robust fees management software like Fedena automates the entire fee process for parents and school management. They virtually automate and digitize existing processes to reduce time and labor burden on the educational institution. But there are also many hidden features that might not be as intuitive as the pen and paper process, but enhance the fee process to be more useful to stakeholders.

Below we have discussed some of these features:

  • Multiple Accounts

Online fees management system gives users the ability to group fees into different account heads. This is done to ease the process of accounting. For instance, let us say that a specific department collects multiple types of fee – like the recreation department collects both arts and crafts related fees as well as sports fees.

The fees management software will enable users to see these fees individually but also group, if necessary. It does not just stop with the maintenance and delineation of records in this way. Fee reports also give users the option to filter accounts under this, making it an end to end experience for users wishing to study financial reports.

  • Fee Receipt Sets

Fee receipts are an essential final step of any fee payment process that indicates the closing of the fee payment process. These receipts are necessary as a signifier, but also vital for parents paying the fees for their financial records. In many instances, since students are on differing fee bands, participating in different activities that accrue additional charges, or perhaps responsible for paying fines, the receipts have to be individually designed and generated.

However, with robust fees management software, users can group different fees based on the accounts they fall under, to different receipt sequences and header designs. This ultimately results in dedicated fee receipts, fee receipt generation processes, and customized designs for specific needs. This kind of customization would initially be very time and labor-intensive using a traditional pen and paper process, but thanks to fees management software, it becomes much more comfortable and less time consuming to generate such receipts.

  • Financial Year

Fees generation and payment are not a standalone feature of educational institutions. They are part of a much larger entity that reflects the financial health of the school. This is why many schools and colleges nowadays rely on the efficiency and error-free character of a fees management software to organize and maintain fee-related records. When approaching the fees process holistically, it has noticed that they are part and parcel of how the financial year pans out for an educational institution like a school or a college.

For instance, a newly debuting financial year provides a logical division for each year’s reports. When maintaining the fee records following the same timeline and logic, then fees become an integral part of the financial reports that are generated by the fees management system. So next time you set up a fee process, create a financial year before configuring the fees to dovetail with the same.

  • Master Particulars:

Avoid confusion and complexity while dealing with different fee categories. This feature allows creating distinctive Master Particulars to use them under different fee categories. Link the existing fee categories to the Master Particulars created, to use them in the further transaction processes.

  • Master Discounts:

Fee generation and payment is a highly rules-driven process, making it an ideal process that needs to be automated and digitized. Fees management software is particularly adept at this. However, despite this process being so rules-driven, there are always multiple customized exceptions – an example of this is deductions or discounts in the fee-based on every individual student’s requirements.

Such discounts can range from awarded scholarships to waivers need-based exceptions or adjustments against other payments. All these discounts can be highly individualistic and vary from time to time and student to student. It is thus necessary the schools must have an exhaustive list of all the discounts.

In fees management software, such a list would be called Master Discounts. Master Discounts is a distinctive category that lists all the discounts that apply under different fee categories. When generating a fee, implement existing discounts by linking them to the Master Discounts to avoid the complexity and confusion involved in doing granular transactions. Having such a Master Discounts list reduces errors and missteps when generating the fees due for any students.

  • Multiple Receipt Number:

Fee receipt generation is an essential step of the fee process and as any finance team member will tell you – the most cumbersome one since it requires a high level of precision. Sometimes it is prone to human error, or things slip through the cracks, resulting in time and labor overload for both management in an educational institution as well as parents. At the same time, fee receipts are highly sensitive documents that require a high level of accuracy also.

So how can one efficiently generate multiple receipts, maintain clear records of the same, and still maintain high accuracy and a low error rate?

Fees management software is perfect for the job. It is especially the case for the mass generation of receipts for entire classes, departments, or account groups. The fees management software can easily handle the load but also maintain records by generating specific receipt numbers for each collection in the transaction when related fees have applied for all students in a given account or department or group. It means that while the fees are the same and get collected in a group, individual records are maintained ensuring all financial records remain accurate and clean.

SMS Module

Latest Upgrade! We have enhanced our SMS Module

A good communication system not only enhances the relationship between parents-teachers but also increase the parent’s involvement in their child education. Implementing a better communication platform is not an easy task, and that’s why the Fedena’s messaging alert system comes into play.  It allows schools to quickly send messages to a defined list of recipients and keep them updated about their child performance. 

The effective communication system allows schools’ to send last-minute updates to parents such as if any event is getting rescheduled or canceled; emergency holidays; fees submission deadline; availability of transport or change in a bus route. In any event, people need to know – right now. 

The SMS notification system utilization evolved a long way. Text messages are used not just for the people to communicate with their loved ones and friends but also to receive notifications about certain things of their interest. 

Using Fedena, in a single click institute can easily send alerts to the recipients without having an internet connection, this means, your message notifications will be received instantly across an array of the available handset and device types. 

This time the SMS feature in Fedena is improved to provide a better user experience. UI/UX of sending SMS to the target audience is also changed. Schools can now send notifications related to Gradebook, Transport, Reminder module via SMS (Manual send). Also, users can create and edit the templates. There is an improved SMS Log to view the status of the Custom, and Automatic SMS sent (using models or otherwise). Recipients will receive real-time information and automated SMS notifications.

Below we have highlighted how you can use the updated SMS module:

  1. First Go to Collaboration then Click on SMS Module. 
  2. Next, you can see the updated dashboard with updated features.
  3. In the “SMS setting”, easily manage the application and general settings. The UI/UX is improved to keep it simple and subtle.
  4. In “Send SMS”, Define the Target Audience. 
    • If you wish to send a message, first select the recipient category and define the Audience. Select the template or create one. 
    • Also, you can directly send a message instead of using the template.
  5. In “Birthday SMS”, you can create and send a birthday SMS. 
    • Select the recipient category. Select the batch/department. 
    • The recipients who have birthdays on that particular day will be listed. 
    • Choose a template from the list of birthday templates created or create a new template of your wish. Or, you can type a birthday message and send it to the recipient.
  6. From the “SMS Logs”, you can check the status of the messages sent. The custom messages that have sent will no longer appear with the automatic alerts. The messages that are triggered by the admin/user will appear under Custom Messages.

We hope you liked the new upgraded version of the SMS feature. To know more about this contact our support team. Also, keep visiting our blog for everyday hacks for your school management using Fedena.