choose School Administrative Software

How to choose best School Administrative Software for your institute?

School Administrative Software is one of the most used software for schools and colleges. It reduces the workload of school administrators by helping them automate the usual tedious administrative processes like attendance register maintenance, report card generation, id card generation, transportation management, hostel management, etc..

In this blog post, we will explore in-depth the concept and benefits of school administrative software.

What is School Administrative Software? How is it different from the School Management System?

As the name indicates, the school administration software is used to manage all administrative activities of an educational institute. It can be a school, college or university. In institutes, there are different groups of employees. Most of them are teachers and a few are administrators. A school needs both academic and administrative active managed efficiently by experienced leaders. The first thing that comes to our mind while visualizing a school is the academics and learning process. But a good academic leader may not always be a good administrative leader. Understanding this difference, all the school helps the academic leader, usually principal with the support of an administrative leader. Some groups of institutions appoint a CEO who focuses on administrative and operational issues and the academic activities are led by principals in each institution.

The school administration software takes care of the unique needs of the school admins and usually will have a single or limited login access by the admins. Whereas the School Management System is a fully functional ERP that has got way more features than school administration software and allows login access for all students, parents, teachers, and admins at the same time. Fedena is a good example for a fully functional school management software with school administration software features embedded within it.

Features and Benefits of School Administrative Software

The major features available in school administration software are usually a simple student information database containing all basic details of the students in the school, certificate generator with different templates to choose from, grade book generator, id card generator, basic accounting for fee collection, basic human resource management features to handle teacher and staff data to generate and store payslips, attendance management to track attendance of students, timetable management etc. 

Let us look at some of these features in detail:

  • Basic Student Information Database

This feature will help the admin to store all student data across various academic years. The basic data of the student like parent guardian data, address, etc. will remain unchanged across academic years. The other data like report cards, teacher remarks, attendance, etc. will be updated whenever the data is available. For a small school, a single administrator can handle all these data in and out operations with the coordination from other teachers.

  • Certificate Generator

A school or institute require different kinds of certificates for their students. These certificates vary from simple bonafide certificate to attendance certificate. These certificates carry different styles in layout and colors. All these different certificates can be managed efficiently and taken printout whenever required using a certificate creator and generator tool.

  • Gradebook Generator

The gradebook generator helps in taking creating report cards of students based on their examination grades. These reports can also vary in size and format according to the examination format selected by the institution. The reports are generated in bulk and printout is also taken in bulk to distribute to students and parents.

  • ID card Generator

This tool helps the admins to generate identification cards for students and teachers which they will carry daily to the institute. The ID card is automatically generated from the data stored in the school administration software and a fresh photo of the student will be scanned each year to generate ID card for that year.

  • Basic Accounting

The basic accounting module helps the administrators to keep track of income and expenses. Income is majorly in the form of school fees. The school fees can be collected over the counter or through online and proper receipt will be generated with the help of software.

  • Payslip & Payroll

Generating the monthly payslip and managing the payroll of teachers and other staff is usually a time-consuming work for administrators. With the help of the payroll tool, these can be automated. Even the payroll breakup calculation can be automated and some tools contain tax-related calculations also. Once the payslip is generated monthly, it can be taken as a printout to distribute to teachers and other staff.

  • Attendance Record

The attendance record of each student is a very important feature of all school administration software. The attendance data is collected from each teacher from their attendance register and then is uploaded to the school administration software by the admin. This attendance data is then used to generate reports and sometimes to combine with grade book reports.

  • Timetable Management

Being one of the most cumbersome activities at the start of the academic year, and a lot of time of teachers and admins are spent on creating timetables, the timetable tool of school administration software helps in creating perfect timetables in the form of class-wise timetable, teacher-wise timetable, and institutional timetable.

  • SMS Communication

Short messaging services(SMS) is still one of the best communication medium to outreach to parents. The admins use the bulk sms or individual sms feature of school administration software to send alerts and notifications to parents. The bulk sms tool will provide an option to send SMS to individual student’s parents or all parents in a batch/class or to all parents of the school. This is very efficient as fast to communicate critical information to parents.

  • Report Generator

There will be a report center in school administration software that combines data from all different modules and shows them in various formats. These reports are very important for admins and management to take decisions. There will be features to create customized reports as admins require.

All these different functionalities help the admins and other users of the school administration software to derive major benefits in their day to day work connected with the school. The following are some of them.

Benefits for Admins

  • Fast access to all the data
  • Saves time
  • Automates repeated tasks which further helps in saving time

Benefits for Principal

  • Access to all reports and data
  • Decision making based on data

Benefits for Management

  • Access to all reports and data
  • Specific reports on school performance
  • Income(fee) and expense reports

Benefits for Students & Parents

  • No long queues to get reports or pay fees
  • Quick communication in the form of SMS

Factors to consider while buying School Administrative Software

1. Installation

The most important factor while choosing a school administration software is whether you want to install it on your school premises or use it online as a SAAS(Software as a service) model.

If the software is installed on school premises then, all the data is entered within the school campus and reports are also generated within the campus. The reports are taken printouts for the purpose of distributing to parents and staff. This gives total control on the data entered into the system but also makes any kind of software support difficult as the technician will have to visit the campus to help for maintenance and support.

If you choose to go for a SaaS product where all the functionality of the software will be available online 24/7 and the administrators and teachers can access it even from their homes or mobile phones, the pricing will depend on the total number of users accessing the software. Some vendors charge a fee based on the total number of users per month or per year. Some other vendors give pricing slabs. The slabs are separated based on the number of users. A few vendors like Fedena gives unlimited user access even while accessed online 24/7. Such software can give you peace of mind as the pricing will remain the same even when the number of users grows in the future.

2. Training & Support:

Other factors to consider are regarding the usage of the software after purchasing it. You must make sure that the vendor gives installation and training support. If the software is installed on the campus premises, the vendor will have to give training to an admin user on critical support. Most of the vendors provide detailed training or supply instruction manuals on the right usage of the software. As an institution owner, you can give the ownership of school administration software to one of the staff in your institute who has good IT skills. If your school is big having more than a thousand students, it will be a good approach to recruit dedicated admin staff to manage the school administration software.

If you are planning to buy a School Administration Software, get in touch with our experts today.

student's result management

How Does An Education ERP Help In Student’s Result Management?

One of the core functions of the education process conducted by school teaching faculty is to test the students on the knowledge that they have acquired over the course of the year. In most schools, student’s result management is a quarterly process with exams and assessments conducted at the end of every quarter to test the students on the learning and knowledge that they have assimilated. 

However, today many education experts believe that this result-based learning is detrimental to the entire learning process. They believe that this pressure of exams can lead to a negative learning attitude amongst the students. It can give rise to a culture of rote learning, cheating at exams, bribing examiners and the negative impact of this culture has even led to extreme pressure-induced steps by students including suicide.

Today, the need of the hour is for schools to revolutionize the student’s result management process into a system that offers feedback to the students and guides them towards improving their learning without the pressure of performance.

This is the reason that many schools across the world are moving towards an education ERP system that can help with the result management of students. 

A result management system ensures that the examination results are part of the process and not the end result. They do this by ensuring that students get regular feedback for all their classwork. This includes regular feedback for every class assessment, project, pop quiz, module test, semester examination. By creating a culture of continuous feedback students will be able to assess their progress throughout the academic year without any fear or trepidation. It will allow them to score better in future exams through real-time course correction. 

Benefit To Teachers:

The process of collating all the test results of the students and writing reports is always tedious and time-consuming work for the teachers. Many educators/teachers also dread this process considering the stress of the manual correction of papers, the necessary calculation of marks and then converting them according to the grading system used by the school. This often impacts the productivity of the teacher.

For teachers, the result management system in an education ERP ensures that all these manual tasks are taken care of by the online software, thus saving the teachers time and effort. Additionally, using an education system for the result management of students ensures that the process is error-free and done in the fastest possible time frame. 

Advantages of a Result Management System:

An education ERP offers a school or an educational institute the following advantages in student’s result management:

  • Computerized and Mechanized Result Management.

The education ERP mechanizes and automates the student’s result management. It allows the school to conduct the exams and tests online and calculate the scores online in a matter of moments. For exams that are conducted offline, all that the teachers need to do is input the actual marks and the system will generate the results and report cards automatically. 

  • Accelerated Result Arrangement Process

Since the education ERP manages the entire examination process online, it also ensures that the results are available to the students a lot faster than the traditional system. Instead of waiting for weeks or even months for their exam results, the students can receive the results a lot earlier, thus eliminating unnecessary anxiety and stress. 

  • Easy to Edit in Real-Time

In the event that there are any changes that need to be made in the results of the student, the online system allows for the same of the made in real-time. An education ERP makes the tedious process of erasing and altering a student’s results a lot faster and easier.

  • Makes Result Management an Error-Free Process

As it is with all online management systems, the digital calculation of a student’s grades allows for a process that is free of human errors and mistakes. 

  • Easy and Secure Management of Results Records

An education ERP makes it easy to record and store all the student related result data in the online cloud. Instead of spending money on paperwork related to printing, mailing and storing these result records, the online system ensures that the data is saved securely and can be accessed only by authorized personnel such as teachers or the principal of the school. The online system also allows schools to send the results to the parents through email or online messages.  

Using  Fedena school management system, schools can easily manage and create various kinds of examinations and keep the records on the consolidated platform. It allows parents and students to view the results as soon as they are published. 

With the help of Fedena, schools can streamline their result management and reap the benefits the system has to offer.

Vidya Vikas Academy Case Study

How Vidya Vikas Academy reduced 40% of its administration cost with Fedena Subscription?

About Vidya Vikas Academy:

Vidya Vikas Academy(VVA) is an English medium school affiliated by the Central Board of Secondary Education (CBSE), New Delhi, and recognized by the Directorate of Education, Government of Goa. The school was established in the year 1994, it has become one of the most reputed schools in the state of Goa.

School has 43 classrooms and offers classes from Nursery to 12th standard. The school had humble beginnings housed in the same rented premises that had earlier used by Shree Damodar College of Commerce & Economics and Govind Ramnath Kare College of Law. 

Today the school occupies a spacious building in the Vidya Vikas Mandal Campus and offers its pupils state of art facilities. The school does its best to impart education rather than mere knowledge.

Executive Summary: In this case study, we take a deeper look at how Fedena the paperless solution helped in reducing the 40% of their administration cost. Also, it helped in saving a lot of time by automating the day to day operations of the Vidya Vikas Academy Institution.
Challenges & Requirements:
  1. Vidya Vikas Academy is the finest school in the State of Goa and hence the total number of applications for admission received every year is huge. Therefore it was a difficult and time-consuming task to compile the details of the respective students efficiently in real-time.
  2. Daily attendance of teachers and students was maintained/marked manually in the attendance registers. Hence monthly/annual attendance details had to be re-entered and compiled in excel, which again was time-consuming.
  3. Student’s results were handwritten and this involved hours of work. Class teachers/ subject teachers had to design and maintain excel files, displaying marks, calculations, etc. Hardcopies of the marks lists had to maintained, along with other respective records.
  4. A lot of our work was either done manually or through using excel. This involved a greater possibility of errors being made. Besides, it was not easy to recover past records.
  5. Hardcopies of the circulars, notices, notes were given to the student which involved large paper consumption.
The Solution:

There are multiple ERP solutions available in the market but Vidya Vikas Academy was looking for a fully-baked solution that not only digitized their whole operations but also provides real-time access to their data.

That’s why we suggested Fedena – Pro Plus Solution, which is a holistic platform to manage the highly cumbersome process hassle-free and with Fedena Mobile App support and an individual can access any information in a single tab.

Key Highlights:

  1. The Admission features, automated the admission application process. Effortlessly admins can manage the student’s details at a granular level and keep a real-time track on each application status.
  2. Fedena has made teachers work more efficient and helped them in mitigating their daily workload so that they can focus on the most important thing i.e imparting the best knowledge to the students. 
  3. With the grade-book module, results are automatically generated through the system hence teachers just need to enter the students’ subject marks and the system generates/calculates the results, which has reduced the burden of the class teachers.
  4. Acquiring the previous records and documents is no longer an issue. With the document management module, admin can easily save the records, edit it at any time and instantly share it with anyone. So that the decision-maker can take real-time. 
  5. The communication module has opened entirely new dimensions for both the teacher-parent as well as teacher-student to interact on a daily basis, thus enriching all of them with current updates happening in school.
  6. Digital messages can be forwarded in real-time. This process is eco-friendly too. Everybody is informed about important notices, information, etc all at the same time and instantly.

The Success:

  1. Paper consumption got reduced by 40%.
  2. Fedena has helped reduce the communication gap, not just between the students and the teachers, but also among parents and teachers. Students and parents can be kept in the loop of every event, schedule change or announcements, etc.
  3. The online admission feature is highly reliable, efficient and eliminated the possibility of human errors.
“Fedena has simplified our admission procedures, data management process, data accessibility and communication between the stakeholders thereby saving our valuable time as well as paper.”

Joble Bijoy, Principal

“Paperless messages can be forwarded. Thus the process is environmentally friendly too. Everybody is informed at the same time. Easy maintenance and calculation of attendance.”

Tr. Nilanjana Chakraborty

“I compliment the team at Vidya Vikas Academy for implementing Fedena. It has helped us to connect to the faculty and track the progress of our ward. The event notifications, fee reminders(SMS), attendance alerts, worksheets, etc have been very helpful.”

Ekta Agarwal, Parent

Timetable manage with school ERP

Types of Timetable & How to manage them Effectively with School ERP?

All of us know what is the timetable and how it is useful. When we were kids going to school, we used to refer to the daily and weekly timetables to plan our studies. The timetables also helped us in figuring out which books to carry to the school for a specific day. More than the subjects taught on a specific day, the timetable is a complicated tool beyond its perceived simplicity. 

A timetable majorly connects and coordinates between four distinctive elements in a school or university, which are:

  • Students
  • Teachers
  • Classrooms
  • Time-slots 

Time-slots are popularly known as periods. Other minor elements coordinated through timetables are the subjects taught in the time-slots allocated to teachers and the type of classrooms allocated. Ex: laboratory, drawing room, sports ground, etc..

There are two major benefits of the timetable. They are the efficient organization of all operational activities in the school and predictable routines for students, teachers and other staff. Through the organization of all activities spread through different timetables, the confusion will be minimal and it increases the overall efficiency of the school. The same timetable communicates to parents about what is happening in the school hours and will help them to guide the students at their home. Through predictable routines, the students and teachers perform better as they will reduce the cognitive load in planning school activities. Routines are proven to be enhancing cognition abilities.

Different Types of Timetables in Schools

Even though many types of timetables are used across schools and universities all around the world, there are only three major types of timetables from which all other sub-types are derived. They are:

  1. Master timetable
  2. Teacher-wise timetable
  3. Class-wise timetable

Master Timetable

The master timetable will have comprehensive information about teacher-wise and class-wise time-slot allocation in a single view. This timetable is usually kept in the principal’s room or chief administrator’s room. In a way, it is a consolidated timetable helpful for the principal to supervise the teachers. This timetable helps the principal or HOD(Head of the Department) to swap classes or re-allocate teachers according to unforeseen events like the leave of a teacher or unavailability of a classroom.

Teacher-wise Timetable

This timetable contains the time-lost and class-room allocation of a single teacher. The teacher-wise timetable will be created for each individual teacher. Some teachers will be handling multiple subjects and the subject association also will be displayed in the teacher-wise timetable.

Class-wise Timetable

This is the most familiar timetable for all of us. This timetable contains all the subject teacher allocations done for the working days in the week for a particular class. Each class in the school will have an individual class-wise timetable. This timetable will also contain time-slot allocations for non-teaching periods like free time, games, extra-curricular activities, etc..

Other than the above major timetable types, the following time-tables are derived from the master-timetable to enhance the administrative experience of the school.

  • Free Period Timetable

This timetable contains the vacant period info of all teachers. This is usually kept in the principal’s or admin chief’s room so that the efficient allocation of teachers can be done by looking at the free periods available all across the institution.

  • Games/Sports Timetable

As the name indicates this timetable contains the different games and sports played using the indoor and outdoor playfields in the school. This timetable is managed by the Principal as well as the physical education head of the school. This timetable helps to coordinate the grounds and indoor playrooms effectively.

  • Co-Curricular Activities Timetable

Similar to the sports timetable, the co-curricular activities timetable allocates the teachers in charge of each co-curricular activity with a room for the activity. This timetable is usually publicly displayed on the noticeboard or distributed to the student prior. 

  • Homework Timetable

This is not followed in all the schools. Even though regular homework is assigned to students, a fixed timetable is not given to parents and students to follow at home. With the homework timetable, it is possible to balance the time spent on different subjects at home. This will help parents to allocate the time for different homework assignments.

How to Manage Timetables effectively with School ERP?

The different timetables in a school can be managed effectively with dedicated timetable management software. Nowadays most of the school ERP comes with inbuilt timetable management software. The school ERP software can be used to generate and manage timetables of any levels of complexity. Let us see some of the most used functions within the timetable module of school ERP:

  • Creating a Class-wise Timetable with School ERP

With the class timings, weekdays, teacher workload allotment and subject associations set in place. The class-wise timetable can be created by the drag and drop feature. You can select a class and all the teacher-subject associated with that class will be available to place in the time-slots(periods). This is an intelligent module and if any mismatch with configurations happens, it will show a warning. Also with the help of school ERP for timetable creation, you will be prompted when the same time-slot is allocated for the same teacher in two different classes.

Here is a video explaining timetable creation step by step:

Class-wise Timetable Setting
  • Teacher Timetable & Master(Institutional) Timetable

These two timetables will be automatically created when all the class-wise timetables are created with the drag and drop feature. There are options to export the timetable to PDF format so that the timetable can be printed out for keeping the copies with teachers, admins, and the principal.

  • Automatic Timetable

There is one more enhancement available with some of the advanced School ERP like Fedena where you can generate the individual class-wise timetable automatically instead of creating it one by one through drag and drop method. This can truly save collective manhours worth months of teachers. But you should be very careful in setting the rules which will be used to generate the automatic timetable.

See a video explaining automatic timetable below:

Automatic Timetable Generator

Timetable creation is a resource-demanding process requiring coordination and planning between admins and teachers. Using a school ERP like Fedena with a fully functional timetable module will save a lot of time for teachers and helps to speed up the school operations. Contact Fedena for a free demo.

Inventory Management System

How Fedena Simplifies Inventory Management System For Higher-Eds?

In every school, there are many administrative activities that need to be done efficiently behind the scene to ensure the smooth functioning of the entire school. These administrative activities usually take a lot of time and effort and with the limited manpower in educational institutes, it becomes a tedious task to manage.

One such administrative task is inventory management in schools and colleges. 

Inventory management in higher educational institutes can be best described as the management of school inventory such a canteen food item, movable furniture like tables, chairs, desktops, laboratory equipment, computer lab related items, teaching aids like DVDs, DVD players, books, projectors, etc. For any school/college, it is essential to manage these assets and resources in a prudent manner so as to ensure the efficiency of use. It is also important to make sure that these items are cared for properly and utilized in the ideal fashion.

Benefits of an Inventory Management System for Higher Educational Institute:

While many schools follow a pen and paper technique for managing inventory, there are many advantages of using an online inventory management system for Higher Educational Institute:

  • Accounting of Assets and Detailed Record-keeping 

When educational institutions use an inventory management system, one of the first tasks that they need to complete is to create a ready reckoner all the assets they own and record the same on the software. This is an essential exercise for all institution as it gives them a comprehensive look at their current assets and plans out strategies for their growth and future related purchases.

An inventory management system also helps in keeping a track on all the items used in the schools and create the sales and purchase transactions when needed.  It also helps to create daily reports for each transaction.

Another benefit of this detailed record-keeping is that in case of loss or theft of expensive school property, it is apparent within one glance. 

  • Schedule the Preparation for Every Lecture

When a teacher walks into the class, they are always prepared and armed with all the instructions they want to give their students on that day. But to be prepared, they need to make certain arrangements early on and this includes booking projectors and other electronic types of equipment. The Inventory software helps the teachers to make these preparations and helps to avoid errors such as duplicate booking of the items or multiple bookings at the same time.

  • Complete Reports related to Stock-keeping 

The school management has to keep a record of numerous items like textbooks, uniforms, school jackets, etc. The inventory management system ensures that this list is effortlessly and efficiently managed.

  • Increased Accessibility

The process of inventory management is made far quicker and simpler with inventory management software. This is because it allows access to employees and teachers online. Instead of standing in a line and filling in forms to make a request for an item, the same can be indented online. The store manager to has an option of approving or rejecting this requests online.

Conclusion:

Today, there is an endless number of inventory management solutions for schools and higher education institutes. The success and performance of a school depend on choosing the right inventory management software that supports the school in meeting all their teaching and administrative goals.

Fedena School ERP System is a leading school management software provider with user-friendly dashboards that allow easy login access for teachers, non-teaching staff, students, parents, and management personnel of your institution. The various modules available in Fedena facilitate all the processes of your institution. Their inventory management module of the software offers a number of advantages.

  1. The inventory module manages the store items and allows the students and staff members to raise indents whenever any items are required. 
  2. Additionally, the inventory module also deals with the adding store, store items, raising indents, raising a purchase order, creation of GRN notes, etc.
  3. The administrative team can also easily create new categories or stores as per the need of the hour.
  4. Moreover, the Fedena module ensure that the Entire inventory management process is tracked and can be analyzed when needed 

The lack of planning and strategizing in inventory management can often lead to a waste of financial resources in many already underfunded and under-resourced schools and colleges. The Fedena inventory management system for higher education ensures that schools and colleges are able to adhere to a planned and consistent approach to the management of these resources. Thus helping to save time, money and effort.

school management system software

School Management System Software: Why Institutes Needs It?

The digital revolution has changed how we operate organizations and communities. Even though the schools were one of the last to embrace digital tools for day to day operations, now there are thousands of online and offline software available to automate different operational activities of a school. Some tools save time for teachers by automating daily attendance related activities. Some other tools help in enhancing parent-teacher communication through mobile apps and SMS. A few tools help in budgeting and fee collection.

Beyond these individual apps, there is a set of software that includes modules for almost all the operational activities of a school, and they are generally termed as School Management Software or “School ERP.”

In this post, we are giving the best possible information for beginners on the basics of school management software and how to choose a good SMS for your school.

Student Information System(SIS) vs School Management Software(SMS).

What is the difference?

Most usually used without any differentiation, the student information system is a subset of a school management software. Student information system contains all the details of a student and data collection spread across modules related to student activities like grade book, fee, extracurricular activities, parent-teacher communication, etc.. A school management software or school ERP have very broad scope and takes care of advanced features to run a school like human resource management, budgeting, security, etc. All school management software will contain modules of a good student information system. So it is ideal to choose a school management software for your school and begin with student information modules. Later you can start using advanced modules for automating school operations further.

Different Types of Schools:

Can we use a school management system software to automate a University or a Training center?

Again the term “School” is also used very generally, and it can mean a different kind of organization to different people. In some parts of the world, the Higher education university is also termed as a school. And in other parts, only elementary education is termed as school education. A well-designed school management system will take care of both elementary school operations and higher education operations without major customization. Software like Fedena does that elegantly.

Other than elementary and higher education schools, we have universities. A university management system is a complicated software containing intricate levels of operations management and user authorization. This also can be managed well with a school management system, but most of the time, it demands customization as the impact and ROI will be in millions of dollars.

Then we have other entities where the process of teaching and learning happens. A major number of these are training schools where different skills are trained. Martial arts schools, dance schools, etc. that usually operate outside the control of a university comes under this category. Also, there are plenty of parallel education centers where the students of the traditional schools go to learn advanced coaching. These are coaching centers which are another type of school.

In most of the countries, the schools will be of three types. Wholly privately owned, Fully government/state-owned, Private-Government partnership. Understanding this segregation also will be beneficial in learning about school management software and its usage.

Another critical category is a group of institutions. Where multiple schools and higher-education entities are operated under single management.

Role of Management Information Software

Before analyzing the benefits of school management software, we should first try to understand the concepts and origin of management information systems. A management information system (MIS) is a database/software used for decision-making, and the coordination, control, analysis, and visualization of information in an organization. In a corporate setting, the ultimate goal of the use of a management information system is to increase the value and profits of the business. Read more in Wikipedia 

Since a school is different from corporate, the goal of the management information system may not be profit but on the value and social impact along with the profit goals. So a school management software will ultimately help you achieve the goals of the school. This can be checked with the vendor to understand how the software will provide different reports and tools to reach the goals of your school.

How can a simple but well-designed software act as a catalyst in achieving the goals of your school?

All schools can benefit from software irrespective of the size of the organization. There are schools with less than ten students and also government-operated school groups with millions of students. Based on the size of the schools and the number of users who are going to use the software, you need to apply different strategies to implement the software properly. And the benefits are many folds.

One of the best examples of successful school management software implementation is the government level is Project Sampoorna. The numbers involved in this project only speak to its ambitiousness – over 300, 000 teachers benefited in Kerala had the opportunity to use this system to better track and manage their students’ schooling. 70 lakh student records in 15, 000 schools across the State were tracked using the Sampoorna system.

User Types and Benefits:

What are the benefits of school management software for different users?

School management software adds value not only to the teachers or school management. But also to the parents and non-teaching employees of the school. Let us look at what are the different user types in school management software.

  1. Teacher
  2. School Administrator
  3. Principal / Academic Head
  4. School Directors
  5. Students
  6. Parents
  7. Non-teaching employees (Ex: School Nurse, Bus driver etc.)

Most of the school management software will have modules that help all these user types and login access with unique user-id and password. The combined usage of the software by these different user groups creates lots of data, which can be converted to reports for efficient decision making by school authorities.

Now let us look at what is the priority of each of these user types while using school management software.

  1. Teacher – Time (Reduce time spent on non-teaching activities)
  2. School Administrator – Intense Operation of the daily activities without errors and bottlenecks
  3. Principal / Academic Head – Discipline and Academic Goals of the organization
  4. School Directors – Various reports for decision making
  5. Students – Learning
  6. Parents – Safety of kids and communication with teachers
  7. Non-teaching employees – Work

All these priorities can be met with good school management software. Incase of full-fledged implementation proper training has to be provided to all user groups for efficient usage and smooth functioning of the software and school.

Must-have Features of a Good School Management Software

school management software features

How to choose a school management system for your school?

Choosing a good school management system to help school operations can seem like a difficult task. But the following points will be helpful for you to simplify the process.

  • First, find how many students your school has presently and what number it will reach in the next five years. This is important because some software pricing is dependent on a number of users. So as the school grows, the cost will also increase in subsequent years. Not all software charge you on per user. Software like Fedena provides unlimited user licensing, and you will have peace of mind when your school grows exponentially in the future.
  • Another important step is to identify the type of school and whether the software supports the grading methods used in your school. Usually, a good school management software will be able to support your school with a few configuration changes within the software.
  • Also, it will be helpful to identify which modules you need in school management software. If you are using software for the first time in your school, you may not require all the modules of an advanced school management software. You can run a survey within your school to understand where the teachers and admins require software to improve operational efficiency.

Most of the school management software sales team will help you in the purchase process by patiently listening to and clearing all your queries. They will also give a free demo to your user groups to smoothen the purchase process further. Contact Fedena sales team for a free demo and smooth purchase process.

Future of School Management System:

future of school management system software

Technology is growing at a fast pace, and more breakthroughs are happening every day. With the emergence of pervasive high-speed internet like 5G and energy-efficient hardware in the Internet of Things(IoT), the administrative activities in a school can be completely automated and linked with school management software for immediate communication with all user groups. Any new technology breakthrough you read in the newspaper or watch television, you can expect it to reach the school operations very soon as schools are where the future of our race is built, and it always requires the best ideas and technology. 

RFID attendance system

Why RFID Attendance System in Schools & its Benefits?

All of us enjoy the benefits of RFID solutions every day even though many of us do not recognize its presence in various situations in our daily life. We see it in retail stores, libraries, hospitals, amusement parks, airports, schools and any place where tracking of item/people movements are implemented to serve the customers better. Even though RFID related solutions were part of libraries from a long time ago, there is a sudden growth in the RFID applications for student tracking as it enhances the overall security of students in schools and other places where constant supervision of adults is required. The RFID applications can produce enormous data that can be analyzed to derive insights for decision making.

How RFID Attendance System works?

The RFID can be implemented in a school environment to derive the benefits for all stakeholders – students, parents, teachers, and management. Each student will be given an RFID tag to wear. This can be in the form of an ID card or a part of their daily uniform. Each RFID tag will be preprogrammed according to the unique user profile of the student. The antennas will be placed in strategical locations like school gate, classroom doors, library, canteen, etc. Multiple antennas can be placed around the same location to increase accuracy and work as a standby to avoid the single point of failure. 

The antennas will be connected to RFID readers and power source through a well-planned grid of power cables and communication cables. The RFID readers are then connected to a computer to store and process the information and database. This computer will be connected to the student information system like Fedena whereby different alerts are sent to the stakeholders. Ex: SMS alerts to parents when the student enters the main gate, Mobile app notifications when the student enters or leaves a certain area.

Benefits of using RFID Attendance System in schools

  • Security & Safety

A well-implemented RFID attendance system provides security to the daily operations and safety of the students. As all the information about the student after the student enters the gate in the morning till leaving in the evening is recorded and communicated with the parents, there is less worry about the safety of the students. Since all the details are communicated to parents through SMS or mobile apps, the parents find peace of mind and they can focus on their work easily.

  • Fast Communication

Without an automated RFID solution, each of the updates has to be manually entered into the student information system to communicate with the parents. According to the workload of teachers and admin staff, this task might be done either end of the day or once every week. This is not helpful to the parents as this is the same as how schools are operated before the advent of technology. With RFID solution all the location data is captured and communicated to the student information system instantly. According to the settings selected by the student information system operator, the same information will be delivered to the parents on pre-set timing and logic.

  • Better Discipline & Better Grades

It is observed and proven in case studies that a well-monitored school will have better discipline compared to schools without surveillance. This is not only because of the improved discipline of the kids, but also due to the improved discipline of various non-teaching staff in the school like security guards, bus drivers, maids etc.. When students are aware of the fact that the attendance is tracked live and communicated to parents instantaneously, this will avoid disciplinary issues. And better-disciplined students produce better grades and good citizens.

Other Places to Install and Benefit from RFID System in a School

  • Libraries

Other than taking attendance of students, the RFID solution can be implemented to enhance the library experience for everyone. Instead of barcode, the books can be implanted with RFID tags for tracking and data analyzing. This combined with the RFID tags of students will produce seamless experience in library books lending and returning without the need of queues in the library. Also, students can search in library management software or school management software for the availability of any book. Over a period of time, the RFID system will also produce insightful reports on the movement of students and books within the library to understand the behavior of students. Where we can learn why certain student behaviors are helping them become good readers and good students.

  • Restricted Areas

In most of the schools, there will be restricted areas where the students are not advised not to approach. This can be for privacy, security, and safety or to improve discipline. The entry to the restricted areas can be tracked and the warning can be issued immediately.

  • School Buses

Another recent trend is to implement an RFID system in school buses. This allows the tracking of students outside the school campus when they are on a school bus. This collects information about the stops where the kids on-boarded and de-boarded the bus. This also will be communicated to parents on a realtime basis through the student information system mobile apps or SMS.

  • Canteen

A good RFID system can be used to automate the daily operations in canteen similar to the way a library is automated. Payments can be deducted from the pre-funded wallets integrated with the student information system and the RFID solution. This will save a lot of valuable time of students and teachers.

  • Attendance System for Teachers and Non-Teaching Staff

While the RFID system is mainly used for tracking of students’ attendance, the same system can be extended to track the attendance and movement of teachers and non-teaching staff without an increase in cost. The same hardware and software components can be used to generate reports on teachers and non-teaching staff attendance and behavior in the school campus.

traditional education system

How can e-learning reform the traditional education system?

E-learning is revolutionizing the traditional educational eco-system 

What is traditional learning? 

Traditional learning refers to any form of instruction that utilizes classic paper and pencil methods in a regular classroom setting. In short, traditional refers to any kind of learning that involves methods that are typically implemented in any school. This can include typical lecture-style instruction, assignments and exams, and homework for students, classic teaching pedagogy and training for teachers, the use of assigned textbooks and other course material, and an in-person instruction system. Traditional learning is what most students today continue to be familiar with. While subjects, textbooks, and some teaching styles may vary most of the elements described above will be present. 

What is e-learning? 

Broadly speaking e-learning refers to any sort of instruction that is communicated electronically, usually over the internet. Think of any sort of educational content you might have consumed on platforms like YouTube or other streaming sites or online courses taken through a university or even virtual classrooms where students and teachers sign in remotely – all these would count as examples of e-learning. With the increasing ubiquity and rapid spread of technology, e-learning is an inevitable evolution of the educational ecosystem. It may be something as small as the use of electronic materials or something as huge as massive online open courses that allow anyone, anywhere and at any time to sign up to learn something new. E-learning is increasingly becoming a feature in classrooms across schools and colleges in the world due to the many benefits it transfers to all stakeholders in the educational ecosystem. 

What are the benefits of e-learning over the traditional education system? 

The advantages of including e-learning education system methodologies within the traditional education system or even implementing e-learning options at your school and college are many. Some key benefits of an e-learning education system are discussed in further detail below: 

  • One Time Setup Cost 

Many schools and colleges hesitate to invest in the e-learning education system since they feel that the cost of such an endeavor would be too high to bear. This is largely because of a change in infrastructure. While schools and colleges are used to investing in items such as pens and paper, desks and benches, blackboards and classrooms, it makes sense that the setup costs for an entirely new system of learning have to be carefully tallied against the school or college’s budget. However, with most e-learning education system methods or tools, the cost is primarily in the setup, which is then mitigated over time due to how much it is used. This means that the cost is a one time cost – an investment into the future, where the returns on such an investment are plentiful. 

  • Increases Inclusivity for Stakeholders 

The e-learning education system may seem very modern and cutting edge since it makes use of the latest technology in the educational ecosystem. However, this does not mean that it is out of reach of the common man or exclusionary in any way. In fact, with the growth in low-cost technology and the proliferation of internet connectivity and internet-enabled devices in even the most remote parts of the world, e-learning education system looks increasingly implementable in the present day and age. This is especially important for marginalized communities that ordinarily do not have access, infrastructure or the necessary funding to build and sustain traditional education systems. E-learning makes it possible for anyone with an internet connection and an internet-enabled device to be able to sign into a classroom, which is revolutionary for learners who are often ignored or excluded from traditional systems of learning. 

  • Easy to Scale Up 

Technology for the e-learning education system is built in such a way that there are continual improvement and development being done on the tools that support it. Whether it is a new version of an app with extra features or just advancing hardware, e-learning education system makes it easy for users to keep up with the times through easy patches or increasingly low-cost devices. This means that whether the school or college is small or large, it does make it easier to scale up to meet the present needs of the school when the e-learning education system has been implemented. Being able to easily update via a patch or software upgrade or having the rare hardware update also end up being cost-effective ensures that schools can scale up easily and stay up to date. 

  • Technology Embracing 

In the modern world, the use of technology is becoming ubiquitous. Entire jobs rely on it and there is no industry that has not been affected and embraced technology in some form of the other. It is important for schools and colleges to also prepare their children for this modern world by embracing the use of technology at the very earliest. The easiest and most beneficial way to do this would be through the implementation of e-learning education system, which ensures that students familiarise themselves with the use of various electronic or internet-enabled tools and platforms in their day to day lives, to perform their day to day tasks. Not only do students then become comfortable using technology, but they also understand the systems of thinking that underlie it making them natural learners in an increasingly technology embracing world. 

  • Lowered Overheads and Labor Cost 

Think of the endless overheads of running a school or college – from simple things like pens and papers to storage space for all the physical records that need to be maintained. A traditional education system comes with massive overhead costs. E-learning on the other hand naturally eliminates many of these costs, since so many of the tasks and processes take place electronically. From classroom assignments being submitted using school management systems like Fedena to even the elimination of the need for a physical space to call a classroom, e-learning education system drastically reduces overhead costs for all stakeholders in the educational ecosystem. 

The same also applies to labor costs with a traditional education system. Many personnel is required to manage the logistical and temporal demands of a traditional classroom setting – from study materials that are physical to the natural restrictions in the number of students that can be fit in a physical classroom. With e-learning education system such restrictions do not apply. Instead, since many tasks and processes are automated, the need for a human agent to perform them is eliminated resulting in downsizing and reduction in labor costs. This kind of reduction in costs is vital for budget-conscious industries such as education since valuable funds can then be redirected towards more worthy causes that would benefit all stakeholders in the educational ecosystem. 

Conclusion: Can e-learning replace traditional education systems? 

As we move into the future, it is likely that educators and management will continue to take advantage of the many benefits of e-learning systems. However, some classic traditional education system practices will remain. Rather than creating a false dichotomy where one is forced to choose between a traditional education system and e-learning it is more likely that a new form of systemic learning will emerge that is a blend of the two. We are already seeing this in practice – with virtual classrooms becoming a reality thanks to tools like Uzity learning management system that allows for a seamless experience, for teachers to reach students in remote parts of the world, and even students gaining access to universities, instructors and courses they would ordinarily not have access to through massive online open courses through services like Coursera. So while it is unlikely that the traditional education system will ever be completely eradicated, it will continue to evolve to be inclusive of new forms of technology and learning, via the e-learning education system. 

school ERP software

Is Your School ERP Software Working At Its Optimum Level?

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.

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? 


1. 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.
 
2. 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. 

3. 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. 

4. 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. 



5. 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. 

6. 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 the school must be capable of.

7. 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 Education 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.