integration in school erp software

Top Seven Integrations In Any School ERP Software

Your school ERP software is highly capable

What are integrations in school ERP software?

School ERP software is any tool or platform used to manage a variety of processes and functions in an educational institution. While most school ERP software has inbuilt functionalities that address all the needs of various stakeholders in the educational institution, oftentimes users want their school ERP software to do more. This is where integrations come in. Integrations refer to the capability of your school ERP software to work with or collaborate with an external functionality and have it smoothly work like it would normally. For instance, an email integration allows you to basically connect your school ERP software to your email client so that you can easily integrate or shift between these two applications as needed.

Why do we need integrations in school ERP software?

School ERP software tends to be quite comprehensive in nature. It makes sense why – the very purpose of a school ERP software is to be a robust and reliable tool that handles every function and process an educational institution could need. Why then would we need integrations for our school ERP software?

To answer this question it is important to understand that educational institutions do not function in silos. They often have to interact with stakeholders that might not be within this field. They might be using software and hardware that was not necessarily built for educational institutions. Their capabilities are affected by these factors and the fact that dedicated educational technology is still a nascent trend. For a while now educational institutions have relied on using technology or tools or platforms for various functionalities that may have not been built for them, but have become the de facto tool, software, or platform to use in a given industry or by a given stakeholder.

Often times, these types of preferences are deeply ingrained and difficult to change, especially when it comes to external entities. This is where integrations come in to save the day. With integrations, educational institutions bridge the gap between their school ERP software and whatever tool, software, or platform that is already in use by stakeholders they have to work with.

Who benefits from integrations in school ERP software?

A common misconception about school ERP software is that it is only useful for administrative staff in educational institutions. This is because school ERP software is so adept at taking over processes or non-education functions that administrative staff is primarily responsible for in most educational institutions. But nothing could be further from the truth. In reality, school ERP software is for all stakeholders in the educational ecosystem. These stakeholders include teachers, students, parents, non-educational staff like an administrative staff and even the management or controlling board of a school.

The same applies to integrations in school ERP software, since through the use of the school ERP software these numerous stakeholders will inevitably be making use of the integrations also in the course of their professional interactions.

What type of integrations is possible in school ERP software?

It is obvious that multiple integrations are possible with your school ERP software. Everything from email to financial software can be integrated with school ERP software. It might be to increase the functionality of your school ERP software as much as possible by integrating everything possible. But the sheer range of possible integrations might be overwhelming for some school ERP software users. So where would be the right place to begin?

Below, we discuss in great detail, the top seven integrations we advise to start using your school ERP software to its full potential. Read on to find out what you should be looking at as for as integrations for your school ERP software go:

  • Biometric or RFID Integration

One of the biggest integrations possible with your school ERP software is biometric ID or RFID integration. But what is biometric or RFID? RFID stands for Radio Frequency Identification. Biometric IDs are any form of identification relying on biometric information – like an Aadhaar. Your school ERP software is capable of integrating with ID cards enabled with biometric info or RFID to automatically convey information every time the ID card is used. An example of the kind of information this integration would collect would be something as simple as entry and exit times for students using their ID to swipe in and out of classrooms and even school itself.

  • SMS Integration

Your school ERP software is capable of integrating with a bulk SMS provider of your choice, enabling management, teachers, and administrative staff to connect with parents and students easily and in one go. Parents and students can also set up SMS alert notifications that are reliable and delivered at scale thanks to this type of integration in the school ERP system. Finally, SMS notifications can be set up to be sent out in bulk automatically every time certain events occur in your school ERP software, eliminating the need for human intervention in case of routine alerts.

  • Email Integration

School ERP software can be integrated with your preferred email client in order to set up email notifications for a variety of stakeholders – such as parents and students. But this does not mean spam email from your school ERP software. In reality, the integration empowers the administrator to send emails to select stakeholders. They can also give permission to key employees to be able to the same through the school ERP software integration itself. Finally, automated emails can be set up for specified groups of recipients for specific events taking place in the school ERP software.

Recap: Web-based college ERP system – Why is an effective solution for higher education institutions?

  • Tally Integration

This is a good example of an integration made necessary by the existing status quo in an industry. While your school ERP software has its own financial and accounts management capabilities, externally Tally software is the one most used by accountants and other financial personnel. Schools would be hard pressed to find professionals who will be willing to work with their custom school ERP software when a perfectly functional alternative works just fine and is used widely across their industry. This is where Tally integration in your school ERP software comes in handy, making it possible to bridge the gap between two different software.

  • Barcode Integration

Why would a school need barcode integration? This might seem like a pointless integration but is actually extremely useful for library services your school offers. Integrating the barcode with the library module of your school ERP software ensures that barcoded library books and materials borrowed by students and teachers are tracked. Your school ERP software thus also ends up helping with inventory management for your library electronically.

  • Mobile App Integration

Integrating the mobile app with your school ERP software is almost a necessity. These two arms of the same tool must work seamlessly, and this is made possible thanks to easy integration within the same school ERP software.

  • Online Payment Integration

While some school ERP software has their own payment gateways, many schools already use their own custom payment gateways that they may not want to abandon. This is where custom online payment integration comes into play – a robust school ERP software will allow for such an integration that delivers smooth and easy payment.

Web based college ERP system

Web-based College ERP System – Why is an effective solution for higher education institutions?

There are so many reasons to say that why a web-based college ERP system is beneficial for a higher education institution. At the very basic level, colleges have to maintain a lot more data compared to the K-12 institutions. Maintaining it manually in a more efficient way sometimes take up a lot of time and when admins do it on a regular basis it turns out to be quite a daunting task in every sense of the word.

How college ERP system can help?

With the help of online college management software, it becomes easier for administrators and other stakeholders to keep track of the huge amount of data from a single platform with virtually no effort at all. From the college ERP software dashboard institute’s decision makers can keep a track on the performance and progress of each department. This software also makes it possible for you to automate various functions such as student and employees attendance, payroll management, course and batches management, inventory, placement management and much more, which further reduces the load off your shoulders.

Let’s see how the college management dashboard feature help universities:

The web-based college ERP system products that we are talking about over here have been designed in a simple way so that stakeholders would have no problem at all in using them and understanding the information that they reveal. A magnificent example of such design is the Dashboard Feature. At a single location, users would be able to gather all the important information related to an institution such as the quantity of inventory, Fees collected, Students or Employees absent, birthdays, gallery photos, resources and much more.  You can see for yourself how well the staff in your institution is doing or not. As far as maintenance of data goes the possibilities that these systems present to you are endless, to put it succinctly.

What functions can an ERP play in the context of your educational institution?

There are multiple functions that college management system software can perform in the context of your higher educational institute that you might not be able to count on both of your fingers. It can manage your desk job effectively and automate various functions, reduce the paperwork which makes it easier for your staff. Apart from all this,  it also imparts various reports so that the key-holders can make better and faster decisions to improve the productivity of their institution.

With the use of college management software, an institution can keep a track on students progress especially the outstation students.  In multiple ways, such system benefits them and provide them an opportunity to get educated under the guidance of best educators.

With the help of ERP software, it is possible to keep track of various daily activities of your college such as finances, transportation, and ordering materials to be used in the institute with ease. You can also schedule them as per your convenience. More important than anything else, when you have such a system in your organization it is easier for you to communicate with your staff in a transparent and fluent manner. This way, you are also able to plan and manage all the departments in your institutions in a long-term manner.

When you have a proper ERP system in your college or university you do not need various management software products for each and every department. Since these systems are automatic in nature and there is no need for entering and typing data in a manual way. This, in turn, reduces the possibilities of a mistake as well.       

  • Cloud-based

In most cases, it is seen that these products are Cloud-based platforms. This means that the users of these systems can automate, monitor, and manage all their work from wherever they want and whenever they want to. This, in turn, makes sure that they are able to make the most of their workflow. Once the basic data gets uploaded on such a system your staff and faculty members are able to do a lot of work with comfort and ease that they would have otherwise found tedious and boring. This eventually reduces the chances of mistakes as well. Obviously, it gets better when you choose the high-end systems.

  • The answer to all the ills

It could be said with a degree of certainty that this is the kind of software that colleges and universities had been looking for all this while. In fact, from a bigger perspective too, it can be said that these systems are answers to all the issues that had been plaguing the educational community till date.

  • Advanced educational systems

There are certain systems in this regard that happen to have been developed specifically keeping in mind the needs of educational institutions. Normally an ERP solution may not always be able to provide the kind of institutional components and insight that an organization of your nature needs. This is where these systems can prove to be so very effective.

Recap: School ERP system to manage the time-eating tasks of an institution

Why are the ERP solutions popular then?

In spite of this, you would see that there are plenty of web-based college ERP solutions that are being used by colleges and universities all around. Now the question that needs to be asked is why this does happen? The main reason for that is the fact that an ERP comes with functionalities that enable these higher educational institutions to perform effectively and automate all the activities such as accounting, inventory management, and fee collection, and many. This is something that if directing manually by an academic and administrative team it becomes a cumbersome task for them. With such a system all they need to do is one entry and the rest takes care of itself.

However, if your academic system is a proper one it would provide you APIs (application program interfaces) that would allow you to perform such functions just as easily. This means rather than having separate systems for your academic activities and your accounting work you get a single consolidated system that would attend to all the requirements that you may have in this regard.

Conclusion

No matter which system you choose you would need to make sure that it is implemented in the proper way as it is only then that you would be able to maximize it to its fullest.   

 

school erp system

School ERP System to Manage the Time-Eating Tasks in Institution

Why School ERP Systems?

As an educational institution, there are several complex issues that you tend to face and the best way to tackle them is surely a school ERP system. This is the day and age of technology and it is only going to be even more applicable in the days ahead. In such a context it can be said that educational institutes all around the world are now starting to understand the role that technology can play in their field of work. They know that it can be really beneficial for them to carrying out their tedious processes in a smooth manner.

  • The best parts of these systems

The best part of a school ERP system is that you would be able to do the work in a manner that is engaging and effective at the same time. On a daily basis admins have to manage the multiple tasks. In order to make sure that they are able to manage such huge amounts of cumbersome work in a more effective manner it is very important that they adopt technology to the highest possible extent.

  • Not just any technology

It needs to be kept in mind in this context that just any technology would not solve the problems that they face. The technology that schools should use for such purposes has to be the latest and the best as well. So that institutes stakeholders such as teachers, admins and other employees would be able to do their work in a more effective and efficient manner.

Types of Problems Educational Institutes Face

There are so many issues that a school faces and it can be  easily solve with the implementation of  school ERP software in their school structure. For instance, the paperwork which admins manage manually eats lot of their productive time. Managing a real time communication is also a major issue for them. The same can also be said of the registration process, during the new admission season  manually managing the whole process become tedious task for admins. As there is a lot of data related to students that admins have to take care of and later maintain it on regularly basis, so that the information can easily be track-able and viewed in a single click.

Some other issues that school faces

Sometime schools also faces trouble in managing and keeping a track on the fees payments. In much, the same way evaluation and course management are major issues for them as well. The last, but definitely not the least, name in this regard would be that of decision making on a real-time basis.

How can these issues be tackled with a School ERP System?

In most cases, in an educational institute the administrative staff spends most of its time in doing paperwork and that too, on a manual basis. This is where a school management system can prove its worth in the proper sense of the term. With such software, you can easily make sure that such time consuming and repetitive processes get automated so that the staff would devote their precious time on some productive work. With a school ERP,  institutes can easily automate the registration process. This means that no longer do your prospective students need to stand in queues on the day when the registration is being done. Students can easily perform the entire process online.

  • Paying the fees and such other important work

With school ERP, students can pay their fees, enroll themselves in your school, and submit the assignments  at their convenience.

One of the major challenges that a school faces is that of creating curricula for various classes and then evaluating them to make sure that they are being beneficial for the students. There is a lot of work that goes into the same such as homework assignments, evaluations, and examinations. When your ERP system is a robust one you can complete such work with very few resources.

Recap: How to manage school branches using multi-school ERP system?

  • Managing the admission campaigns

As far as admissions are concerned there is a lot that schools have to do. They have to take care of the inquiries and then get going with the follow-ups as well. One thing is for sure – this is never really an easy task to accomplish. In fact, this is the reason why there is always such a high possibility that schools may miss out on their admission related targets. However, if you have an automated ERP system that is meant for schools your job would automatically become a lot easier.

This way, you would have no problem whatsoever in managing admission campaigns as well as the inquiries. You would be able to take care of the follow-up process as well and your targets of admission would be met a lot smoother as well.

  • Great communication with all the stakeholders

By using a school ERP system you would also be able to communicate really well with all the stakeholders in a school such as the students, their parents, and your own staff. You can accomplish this through means such as internal notifications within the system itself as well as SMS (short message service), and emails, to name a few. This also brings down any gap that you may have with others in terms of communication. In fact, this can also prove to be effective when it comes to communication gaps that the other important stakeholders may have between themselves. As far as student data is concerned there is indeed a lot of data that a school has to take care of.

Conclusion

There are leaves and attendance galore. This also means that the schools have to do plenty of research in order to make sure that the work is done in a proper way. Since the school ERP systems work in an automated way it becomes easier to create profiles of students and manage them as well.        

So, as you can see, there is basically nothing that a school ERP system would not help you do.

     

Multi-School ERP System

How to Manage School Branches Using Multi-School ERP System?

Multi-School ERP Systems help create cohesive experiences

What is a multi-school ERP System?

School ERP systems that can be used across multiple school branches or outposts are called multi-school ERP systems. These multi-school ERP systems ensure that multiple branches of a single school work efficiently and uniformly, no matter how far flung these branches are compared to each other. Multi-school ERP systems are built for schools with multiple branches who are seeking to recreate a similar, cohesive experience for all students across branches of their school. Multi-school ERP systems also help systemise some processes and rules across branches to ensure that students have a uniform learning experience across branches. The quality of education a school imparts is thus managed well across branches when a multi-school ERP system is in place.

What is the purpose of multiple school branches?

It is not uncommon for successful schools to open up multiple branches or commonwealth universities of the original school. There are multiple reasons for this.

First, good schools are often in high demand, which means that opening a branch of the school can help meet the needs of a growing student body.

Second, in times of cities exploding in size and population, good schools can often seem physically inaccessible to students living in far flung localities. This means that students in these localities are missing out on a good education or have to be content with local schools that might not meet their needs. With schools that have multiple branches, students get access to some choice in education, instead of having to settle for what is available.

What use is a multi-school ERP System?

A multi-school ERP can be used to manage multiple school branches across geographies and timezones efficiently and systemically. 

Can’t I just use separate School ERP systems?

Detractors would question the use of a multi-school ERP system when individual school ERP systems could be implemented at each branch of the school instead. While this seems like a far easier decision to make, since it does not require buy in from multiple branches of the school in question, it would actually result in a lot of inefficiencies in the long run.

While branches exist in an individual capacity and run independently, it is important to remember that these are not different schools or different branches. Branches of a school function under the same mandate and are committing to providing their students the same learning experiences across branches. To be able to ensure this, schools have to be able to ensure that processes, rules, regulations, and facilities provided across schools to teachers, administrators, non-education staff, and branch management are uniform – this begins with ensuring that the school ERP system in place at each of these branches is a multi-school ERP system.

Using a multi-school ERP system ensures that processes remain the same across branches, which trickles down to systems, rules, regulations, and ultimately teaching. A greater sense of unity is also the overall result when a multi-school ERP system is put in place.

What features does a good multi-school ERP system offer?

  • Common plugins across branches

One key advantage of using a multi-school ERP system is that plugins chosen as add ons remain common across branches. This means that a Library plugin used by the main branch will function the same way across subsidiary branches, resulting in a library system that is robust and resourceful thanks to its collective strength. What is more is that the administrator of the multi-school ERP system can assign permissions for plugins per his discretion and what each branch in the school system actually means.

This means that customised usage of plugins across schools is also possible, since permission to use said plugins in the multi-school ERP system will be granted per the need and requirement of each of the subsidiary branches. This level of uniformity yet individuality strikes that tricky balance needed between multiple branches of a school system and can only be made possible by a multi-school ERP system.

  • Multiple payment gateway for smoother transactions

One of the biggest hassles for any school, college, or educational system is the entire process of fee payment. There are multiple reasons for this – from a process fraught with red tape and paperwork to addressing the minute, detailed individual needs of each students that a school is honour bound to address.

A multi-school ERP system resolves a lot of the issues that are related to the technical aspects of fee payment – from calculating deductions and extra fees levied on a student by student basis, to generation of fee reminder, to providing a simple payment gateway that is accessible from any device at any time from anywhere by parents, to even generation of fee receipts once the fees have been paid.

These are all tasks that a school ERP system would ordinarily handle, but when multiple branches come into play a multi-school ERP system should be deployed. This is because with a multi-school ERP system, multiple payment gateways are assigned to each branch school thus making fee collection get dispersed amongst branch schools (and be customised to their needs) but also all of it is funneled to the parent school since it is all happening on the same platform – the multi-school ERP system.

Recap: How school ERP system ensures the safety of the students?

  • Setting up SMS alerts in one go

SMS alerts are used in school to ensure swift, private, reliable communication between various stakeholders at the school. Since SMS alerts are often used to convey emergency information, it is vital that these function flawlessly.

With a multi-school ERP system, SMS alerts can be set up in one go for all branches in the school system – this ensures that in times of emergency, all students across branches in the school system receive the same information at the same time. With a multi-school ERP system in place, SMS notifications become a reliable source of information that parents can trust.

The same goes for all email notifications for all branches of the school. The multi-school ERP system can be set up in one go to function in exactly the same way for all branches of the schools ensuring that parents can rely on both SMS and email to inform them of happenings at school.

  • Multiple Admin Profiles

Just because a school system has many branches does not mean an overburdened staff at the parent school or a dysfunctional day to day working for subsidiary schools. A multi-school ERP system ensures that multiple admin profiles can be set up for each branch school to ensure smooth workflow that caters to individual needs of the schools.

How School ERP System can ensure the safety of the students?

Over the past few years, our newspapers have been filled with horrifying articles that point towards the lack of safety standards and security precautions in schools. Today, parents and educators across the world understand that the school ERP software is pivotal to creating a safe and a secure learning environment for students. As schools work towards this goal of ensuring the safety of their students, staff and all their data, schools and other educational institutes need to create strategies and make diligent efforts to ensure that their school and the school campus is safe and secure.

In this regard, a school ERP system is charged with the safety of all school and ensuring that they protect them from physical and virtual attacks and intrusions:

  • Protecting the data of the school

Educational institutions are privy to a lot of confidential information, especially, information related to their students – addresses, financial details, banking details, academic records and lots more. Unauthorised access to this confidential student information can be a major data security breach that can have far reaching repercussions on the students, the staff and even the reputation of the school.

Using the ERP software for school data management is a great way to protect the data related to the school by allowing access to only authorised personnel. Limiting access to sensitive information with permissions that can easily be granted and revoked in your school management software is one of the ways that a school ERP system keeps the information safe. Similarly, the school management software also allows to track who accessed what information and highlights any irregularities when they happen.

  • Visitor management for the school campus

A school ERP system allows for schools and colleges to have a visitor management system for their campus.  This essentially starts with providing a photo-biometric identification to all the registered parents, guardians and friends of the students. This ensures that when the respective parent or guardian comes to pick the kid, the biometric verification provides additional security.

Another security function of this feature is that it keeps the schools, parents and guardians updated about the various guests who visit their children updating the parents about their visiting hours and purpose. This is a great way to stay vigilant about the security of the visitors who visit their kids and keeps the school’s security team updated about the various visitors on the campus.

  • Transport security for schools

One of the biggest advantages of using a school ERP software is that it imparts the mobile application to connect the parents with the students accessing the transport module. It allows the parents to track their children when they are commuting to school and it helps to locate them in the school vehicle using the mobile application at any given moment during the journey.

The school ERP system provides the transport management feature to keep a track on the buses, their real-time location and then provide this essential data to the authorities and school management. This feature is important to allow for quick responses to breakdowns, accidents and other emergencies that may take place during the commute of the students. Additionally, this real-time visibility also helps the school monitor bus speed and help improve school bus safety and driver accountability at all times.

Thus, the school ERP system also keeps a tab on the transport system of the school and offers complete peace of mind to the parents.

  • Constant communication to the parents

Various advances in technology including a school ERP software has dramatically changed the communication takes places between the school, teachers and parents. A few years ago, the famed school diary was the only way of communication between parent and teacher. However today, the school ERP have features that allow schools to send or broadcast SMS alerts and automatic messages to registered parents.  This features then ensures that students and their families are immediately and automatically informed of emergency situations is a critical capability that is essential to the maintain a sense of safety in the school and giving parents the much needed peace of mind.

Recap: How school ERP software improve student’s results, teaching and course quality?

  • Offering Network security to the schools

Today, most schools and colleges have large campus that are spread across geographical locations. For such large educational institutes, the security system includes large and numerous networks that manage the various safety and security issues. From video monitoring, paging systems, backup systems, the security features of their schools often have a piecemeal approach that while intended to strengthen preventive methods, reduce responsiveness and spread the responsibility to far and thin. It is therefore essential that schools need to leverage their IT infrastructure to strengthen defence over time. This can be effectively and efficiently done by centralising management and monitoring, with the help of a school ERP software

A school ERP system offers an integrated approach can help improve collaboration throughout your various school campuses and build a single network infrastructure. This approach not only helps the schools enable adaptive threat defences when necessary, but it reduces costs improves communications and allows for faster responses when needed.

Thus, the use of a school ERP system is one of the most effective ways to maintain tighter controls on your physical and virtual environments and provide schools with a a solid foundation that will allow them to focus the students

Today, for schools it is important to create a learning environment for the teachers, students and the staff that is safe and secure. This not only creates the optimal learning and teaching environment, but it also enhances the reputation of the school and one that offers the students all a safe and secure learning environment.

school erp software

How school ERP software improves student’s results, teaching & course quality?

See better outcomes across the board with a school ERP system

What is a school ERP software?

A ERP software for school system is a kind of educational technology, i.e. software that is built to specifically meet the diverse needs of an educational institution. In School ERP system, ERP literally stands for enterprise resource planning – which implies that the school ERP system helps the school plan the usage of its resources more efficiently. School ERP systems are thus a tool or platform that helps the school manage its processes and actions in a way that is most efficient while also being effective.

School ERP systems help schools in many ways by just taking over this aspect of running a school – when the processes of a school run smoothly, the school itself runs smoothly. Thanks to the ERP system, a school can provide a consistent and dependable teaching and learning environment for all of its stakeholders.

Does your educational institutional need a school ERP system?

Whether your school needs a school ERP system can only be answered by a comprehensive and honest assessment of your schools needs. Without this broad assessment, a school ERP system would become an impulse purchase. Further, the effective use of a school ERP system cannot take place without first understanding the needs of a school in entirety. This is why a comprehensive and honest assessment is recommended before a school ERP system is purchased.

Why comprehensive? The school ERP system is a tool or software that needs to be useful for the school, as a whole. Schools are notoriously facing constant budget costs and financing issues, which means any financial outlay must be justified. Understanding the needs of the school at every level and for every stakeholder in the school is necessary to fully understand the needs of the school.

Why honest? It is quixotic to think that an organisation will operate perfectly and without error day after day for years on end. It is natural for any large organisation, like a school, to run into hitches or have niggling issues that need to be addressed. However, to begin addressing these issues, a needs assessment is needed that is a realistic representation of the actual gaps in functioning that the school needs to bridge.

Who benefits from a school ERP software and how?

After a comprehensive and honest needs assessment has been conducted, it is important to understand why and how a school ERP system could benefit each stakeholder in the educational ecosystem. Below we explore these stakeholders and specific institutional issues that are resolved by their use of a school ERP system:

  • Students

Students benefit greatly from a school ERP system because they get to learn in the most perfect learning environment – one that is consistent, predictable and well-organised. A well-structured and highly organised environment is necessary to facilitate learning for a student, and a school ERP system makes achieving this kind of environment easier.

How are Student Results affected by a school ERP system?

Thanks to how school ERP systems benefit both students and parents, student results are where schools will start seeing a real difference. When students are set up for success through the provision of an efficiently run school, it creates a learning environment that allows them to thrive. School ERP systems thus have a noticeable effect on student results – which in turn can be tracked more efficiently using the same school ERP system, resulting in a system of learning that has children performing their best.

  • Parents

Any parent will tell you that one of the most impactful stakeholders in a child’s learning is the parent. Making a parent a key part of a student’s learning plan is necessary to achieving success and nothing ensures seamless cooperation between school and parent like a school ERP system does. Parents are able to stay engaged with teachers and their student on an ongoing basis thanks to the tools that were built for them in a school ERP system – from one on one communication with teachers to real time tracking of their student’s transport to and from school, a school ERP system is a parent’s choice companion when it comes to educational success for their child.

  • Teachers

Teachers derive great benefit from a school ERP system because of how it so nimbly reduces the administrative burden placed on them as part of their teaching duties. From marking attendance to uploading report cards, a school ERP system just takes over a variety of administrative or ancillary duties that teachers are often saddled with. A school ERP system also ensures better connect between students and teachers through easy creation of study groups, highly accessible course materials and personalised one on one communication between teacher and student at any time.

How is teaching affected by a school ERP software?

Thanks to this reduction in burden on the teacher due to the implementation of a school ERP system, teachers are now able to focus on the most important part of their job – teaching. The school ERP system also makes teaching more modern – teachers can be more personalised in their teaching with the school ERP system enabling continous one on one learning, multimedia materials can be shared within the school ERP system, etc.

Recap: Top alerts institutes immediately activate in their school ERP software?

  • Administrative Staff and Management

Administrative staff are no doubt the primary beneficiaries of a school ERP system. After all, the school ERP system was built to take over processes and execute them without any error, something human administrative staff may not be able to do as consistently. School ERP systems thus reduce the burden on administrative departments that are overwhelmed by repetitive processes.

Management benefits from the ERP system also, just because its use reduces the burden of day to day repetitive processes on overburdened administrative staff freeing them up to prioritise longer term projects. It might also demonstrate that some departments are redundant, eliminating labour costs and reducing overheads for management bottom lines.

How is course quality affected by a school ERP software?

Finishing a course has never been easier for students or more efficient for teachers – the school ERP system is a course management system all by itself, handling everything from course scheduling, sharing course requirements, timetables, materials, sending out course alerts, and sharing learning statistics at class, course, and batch levels.

The school ERP system makes it much easier to engage with the mechanics of taking a course and successfully adhering to the schedule and completing it, overall improving the course quality. The school ERP system is revolutionising the very experience of taking courses and learning.

Transport System Using School Management System

Benefits Of Managing The Transport System Using School Management System

How can a school management system can help a school function in a more effective and efficient way?

School today function in smart ways. The use of school management systems has enabled schools to function in ways that are efficient – saving time, money and other resources. Many schools across the world are also opting for a managing the transport system using school management system.

But What Is A Transport Management System?

A Transportation management system uses online software to manage transport operations for organisations including schools and educational institutes. They help in controlling the day to day processes involved in transportation and make real-time execution of the transportation system a lot easier.

  • Safety And Peace Of Mind To The Parents

One of the biggest advantages of using a transport management system is that it uses the school management software mobile application to connect the parents with the students using the transport system. This enables the parents to track their children and locate them using the mobile application at any given moment during the journey.

This assures parents about the safety of their children and managing the transport system using the school management system offers complete peace of mind to the parents.

  • Exact Scheduling

Managing the transport system using the school management system helps the schools to notify the parents about the exact pick-up of the students in the morning as well as the correct drop off time in the afternoon. This ensures that the parents or the caretaker is available at the gate at the right time.

In case of an emergency, if there is a change in the schedule then the parents get an automatic update via SMS and email, thus keeping the parents informed at all times

  • Improved Routing

Using the transport management system schools can allocate buses on various routes in the most efficient manner ensuring that they are no overload of students or shortage of busses on any school route.

Any changes in the schedule of the buses can be managed effectively using the school management system. This improved routing helps save fuel and costs for the school in the long run.

  • Improved tracking of the school bus

Using the transport management, schools can easily track the busses and accurately reporting bus locations and provide real-time data to the authorities and school management. This allows or quick responses to breakdowns, accidents and other emergencies that may take place. Additionally, this real-time visibility also helps the school monitor bus speed, and help improve school bus safety and driver accountability.

  • Consolidated reports

Managing the transport system using the school management system offers school management regular reports related to the functioning of the transport system. This report, that is available at the click of a button can include various details such as driver punctuality report, vehicle utilisation reports, Vehicle halt reports and lots more.

Recap: Unexpected benefits of integrating school ERP system with RFID

  • Bus Fees Tracking

Using the school management software is also a great way to school authorities to track the payment of the school bus fees and issue receipts for the same at the click of a button.

With the help of a school management software and a transport management system, schools will not only function more effectively, but they can also work towards creating a safer transportation system for their students and their staff.

 

school ERP system with RFID

Unexpected Benefits of Integrating School ERP System with RFID

School ERP system with RFID takes processes to the next level

What is RFID?

RFID is short for Radio Frequency Identification. It is a technology that uses radio waves to read information stored on a RFID tag attached to an object. The reader does not need to be in direct contact with the object, but instead can read it from several feet away.

In schools and educations, the RFID tag is usually attached to a student’s identity card, since that is an object that is on their person at all times. A school ERP software system with RFID integration can then track the use of this RFID enabled identity card to track student movements and actions.

Why integrate RFID with one’s school ERP System?

But why use a school ERP with RFID integrated at all? Simply put, using a school ERP software with RFID integrated helps better track the actions and movements of students since it is all automated. There is a reduction of reliance on human input or commands to initiate or move along processes in a school ERP system with RFID.

Below we discuss in detail three unexpected benefits of using a school ERP system with RFID:

Automated Attendance Reporting

The most obvious and impactful consequence of using a school ERP system with RFID integrated is that attendance habits of students are more easily tracked. Imagine a school or college where a student uses their RFID enabled identity card to enter and exit the school – the school ERP system with RFID integration is able to log every entry and exit by the time of each system automatically.

In fact, the same type of tracking by a school ERP system with RFID can even be done at a more granular level, if they are using classrooms with RFID entry and exit tracking, use of special equipment that has to be checked out using RFID identity cards, and even on transport, like schools and buses.

Attendance reporting is not limited to daily updates. School ERP system with RFID can also be used to track attendance on a monthly or yearly basis – sending out reports of trends and concerns the school may have.

Automatic integration with SMS

Parents, teachers and management can rest easy about the comings and goings of their ward when a school ERP system with RFID is in place. Automated alerts can be sent out via email or SMS (text message) to concerned parents, teachers and non-education staff through the school ERP system with RFID based on student movements that are tagged through their RFID enabled identity card. No more cutting class or missing child alerts – instead all updates are tagged by time and place, thanks to the school ERP system with RFID.

More Intricate Access Permissions

School ERP systems with RFID also make demarcation of access and permissions much easier than ever before. Instead of having to log in a request or having a human administrator define access and permissions for each user turn by turn the school ERP system with RFID reads the identity card of the student, teacher, administrative staff, or parent in question and allows or disallows certain actions accordingly. With a school ERP system with RFID this is not just within the platform itself, but also extends to physical locations where RFID readers are attached – a person who does not have permission to access a specific room containing sensitive material like payroll and student information files, for instance, will not be able to access the room since the reader will immediately identify the individual as someone without the requisite permissions after checking with the school ERP system with RFID.

Recap: Things to consider before buying a School Exam Management Software

Automated HR and Payroll Processing

The wonders of school ERP system with RFID do not just limit themselves to permissions and access to physical locations. Your school ERP system with RFID integration can be set up to also automatically process updates to administrative departments or human resources about student and employee absenteeism and even process payroll based on the amount of absenteeism at the end of the month or year. This reduces the burden on human employees to track the leaves taken, absenteeism of students, etc – instead the school ERP system with RFID automatically tracks the presence of these individuals and sends out alerts, warnings, and payroll statements and processing automatically based on the information that has been collected over a given period of time.

school management software

Benefits of managing school inventory using school management software

School management software makes managing assets a breeze

What is inventory management?

Generally speaking, inventory management or asset management is the management of inventory or stock. In educational institutions like schools and colleges, these would be assets like stationary, moveable infrastructure like chair, tables, desks, blackboards, teaching aids like overhead projectors, televisions, video players, DVDs, library assets like books and magazines, etc.

Inventory management in schools, thus, is the management of these tools and resources to ensure that they are being cared for properly, utilised in the ideal fashion, and the returns on the expenditure and labour on them are high. Inventory management thus affects multiple concerns a school would have – from ensuring their investment has good returns but also ensuring that all their stakeholders benefit from everything the school or college has to offer.

Why do we need inventory management?

We talk often about how schools need to be supported by a robust infrastructure and a wealth of resources – inventory management actually takes care of the execution of these ideals. Thanks to inventory management we are able to fully and effectively use all the resources we have at our disposal in our classrooms, and on a greater scale, in our educational institutions like schools and colleges.

It would be a huge waste of financial resources and procurement efforts to be lackadaisical about inventory management in our already underfunded and under-resourced schools and colleges. A carefully planned and consistent approach to the management of these resources would ensure that we gain the maximum use from them while also ensuring their longevity. Inventory management ensures we get the best returns on our expenditures on much-needed assets, tools, resources, and infrastructure in our schools and colleges.

How can school management software help with inventory management?

School management software was built to really streamline the process driven aspects of running a school or a college. Inventory management, which is a highly process driven function, would then be right in its wheelhouse. School management software is helpful to this process in many ways if the right one is chosen. With a school management software like Fedena, for example, schools and colleges are at the very incept able to better organise their inventory. School management system insists for the creation of a store that defines the kind of inventory being added to the school management software.

For instance, if you choose stationery, all stationery related items are to be added into the store. Imagine this for all the inventory a school would possess – from cleaning supplies to teaching aids, to electronic items. It forces educational institutions like schools and colleges to get organised as a first step, which is where half the battle lies. After that, school management software insists on a defined process for the procurement of new inventory, the requisition of assets, tracks where all items are at any given time, and prevents theft and loss of inventory due to oversight. The marriage between inventory management and school management software is thus perfect.

What are the benefits of using school management software to manage inventory?

We have briefly described the process of using school management software to manage your inventory above. It is clear that process-driven inventory management and the use of school management software are a great fit. Below we explain in further detail how school management software benefits schools and colleges who want to better their inventory management process and see better outcomes:

Better organisation of school property

The first highly visible benefit of using school management software to manage school tools, resources, infrastructure – just all of an educational institution’s assets – are that you will immediately see this entire process becoming more organised. When educational institutions use school management software they are forced to first make an accounting of all the assets they possess and register them within the software. This means there is one place they can turn to to get a comprehensive and detailed reckoning of all their assets.

Superlative tracking of assets

Since all requests for use, requisition, procurement and disbursal of assets go through a school management software all school property is closely tracked. Those with the authority to check items out have to do so using the school management software. This cuts down on one-time borrowing or informal exchanges – which is invariably how schools lose track of their assets. This also means that there is a drastic reduction in the loss or theft of expensive school property. It is apparent within one glance where any given item, tool, resource, or asset is with the school management software since it cannot be signed out by an unauthorised person. The person responsible for an asset is obvious and school management software features like account and access history help make this tracking easier.

Recap: Future of Online Education in India by 2021

Anytime and anywhere accessibility

No more standing in queues or filling out forms in triplicate for administrators managing inventory or the students and teachers trying to access them. The process of inventory management is far quicker and simpler than ever for all stakeholders – all thanks to the use of school management software. Students and teachers seeking to check out an item can only do so through the school management software. They can only do this if they are authorised to do so, which rules out an unauthorised misuse of school inventory. After this, they have to place a request through the school management software to procure the item in question. Unlike before when this would have to be done with the inventory manager in person, after following a laborious and time-consuming process, teachers and students can log in any time into their school management software and raise an indent or a request for a certain item that they need. This does not need to be done within school hours but at any time or place of their convenience. This anywhere and anytime accessibility thanks to school management software means that school inventory is actually helping the very people it was meant to help while also being used appropriately – a win-win for all stakeholders!

school management system

Designing an Institute ID Card using School Management System

How your school management system can make the process easier

Why do you need an ID Card?

An ID card might seem like a relic of the pen and pencil era for schools who are firmly placed in the digital world. As educational schools move towards digital platforms for the running of their schools, do we still need a physical ID card for students? Is this not just outdated thinking?

While the benefits of using technology solutions are something to ordinarily advocate for, in the case of the creation and issue of ID cards, old is still gold. This is an easily produced, tangible form that validates the student’s identity at any given time. There is no reliance on network, technology, platforms, or devices that are compatible with the needs of the authority checking for the ID card.

A physical ID card can also be used across campus for a variety of objectives – from entry into restricted areas to transactions at the cafeteria to being a pass to check out books at the library, a physical ID card serves as a sort of convenient passport to access various facilities and resources across the educational institution.

It also means that this form of ID is useful in emergency situations where a student may not have access to electrical power, or their electrical devices, or network that accesses their info from a cloud. It also works as a final physical ID in case the student has been electronically locked out of their account or services on campus.

It is best if a student’s ID card is made on the school premises using school resources. The benefits of doing an in-house production and issuance of ID cards using the school management system are many. Below we explore the detailed benefits of not just creating and producing ID cards in-house, but also why using your school management system is the best way to produce ID cards.

Benefits of designing school IDs in-house using school management software

In-house production ensures security

Using the in-house school management system to create and produce ID cards for students has multiple benefits, but the primary one is that it is the most secure way to create an ID. We need an ID to be valid and reliable as a source of validating who the student is – knowing that this ID card has been produced within secure school facilities, using the school’s own school management system lends an authenticity to the ID card which cannot be replicated when relying on a vendor. When it comes to something as important as an ID card, it is better to use the school management system and be safe, rather than sorry.

Faster and more efficient in-house production

Using the in-house school management system is a far more efficient and timely process than relying on an external vendor to produce a student’s ID card. The time lag between raising a request, producing the ID card using external equipment and then delivery of the card to the office who would then hand it to the student at an appointed time is too long to ignore. Using the school management system to produce the ID card is much faster, instead.

Easy replacement in case of loss or changes

Students lose ID cards or need their information updated on the ID card all the time. We have already discussed above how using an external vendor is incredibly time-consuming – think of this time delay magnified by the repeated loss of student ID cards! Students also often need their information updated whether it be a grade change, permissions and access update, or something as simple as an address change. Easy and quick issuance of a new ID card is possible with your school management system.

Recap:  How Schools Can Protect Their Data During Security Breach?

More cost-effective ID card production

It is not news that schools and other educational institutions are always working on a tight budget. Relying on an external vendor looking to make a profit for something as ubiquitous as an ID card is poor financial planning. Instead, using the in-house school management system to create, produce and issue these ID cards is much cheaper in the long run – this is a financial outlay that pays for itself!

Protect Data During Security Breach

How Schools Can Protect Their Data During Security Breach?

Natural disasters and other security emergencies can happen at any time without any warning and hence it is essential for the schools to be prepared for all kinds of crisis situations. Most schools practice fire safety drills and evacuation drills to keep the students safe, but it is equally essential to have practices in place that can keep the school data safe.

Schools have a lot of essential data that they always need to protect. This includes present and past student data – addresses, financial information, academic records, medical records. It also includes data related to teaching and admin staff as well as lots of administration related information.

  • Create a list of essential data

The first step that is essential for data protection is to create a checklist of all the important data that is crucial. This can include school student data, legal and tax documents, student certifications, senior staff laptops, and other important data. Once everything is listed, it is essential to start creating online copies of that information and storing it in digital files.

  • Ensuring all data is backed up on a cloud

Today, as the schools are getting increasingly digital, school management systems with their cloud storage systems offer schools an opportunity to save all their data online in the clouds. This data can then be accessed at any time and from any part of the world. Thus, saving digital copies of all the school data in a cloud format is one of the most impactful ways to protect school data during natural disasters.

Another benefit of cloud storage of data is that the information can then be delivered to you on-demand, at the click of a button. The onus of responsibility for the security of the data and restoring the critical data rest with the storage provider

  • Use additional drives for confidential data

If the school is not comfortable in uploading confidential and critical data legal or financial data in a cloud system, then they can consider an external drive for storage. Today, the markets are flooded with pen drives, External Hard Drives, of various sizes and large capacity are very easily available in the market that is portable and comes with waterproof cases. The confidential data can be saved and accessed by authorized people

  • Encrypt the confidential data

To effectively disaster-proof data, it is important to encrypt the essential data to prevent unauthorized users from gaining access to the data. Encryption prevents security breaches and eliminates the chances of a leak of information during the recovery of data

  • Offsite backups

Many organisations also keep a backup of all their data at a separate geographical location so that in case of any disaster, the data storage system stays safe and secure. Schools who opt for this method can investigate storing data a secure location.

Read more: Why technology is important for students?

  • Follow the 3-2-1 rule

This rule essentially states that if an organisation wants to protect their data, it needs to follow the 3-2-1 rule. This mean making three copies of the essential data, storing them on two different type of media and storing one of them offline is a secure location

  • Periodically test for recovery

One of the key things to keep in mind after the disaster strikes is the data retrieval process so that the functioning of the school can return to normal as soon as possible. It is important that if case. All the backups that a school takes would be purposeless unless if the school cannot recover to test.  Hence it is important to regular backup recovery tests to that you can be assured that the data will be recovered easily and without any hassles

school management system

How Does School Management System Helps in Managing Financial Operations?

 Use your school management system for all your financial needs

What is the School Management System?

School Management Software is a program or application that helps schools manage their processes – like admissions, registration, class scheduling, financial management etc. – electronically. Think of every process driven task in your school and it is likely that there is a school management system feature that will take over this task for you.

Largely, the school management software automates and digitizes multiple school processes in order to reduce the burden on the school while also increasing efficiency and cost effectiveness. Efficiency is increased because the school management software takes over multiple tasks that would other be performed by personnel, that are prone to human error and take time to complete these tasks that school managements finish much more efficiently and quickly. Cost effective because they reduce the labour hours and man hours for every school across the board. School management software is thus a necessary technology in this modern day and age to ensure the efficient and effective running of a school.

Why does your school need a School Management Software?

We live in a technology rich, increasingly digitized, super connected and globalised world. It is vital that your school’s culture reflects this modern outlook across its functions. Every stakeholder can benefit from using school management software, including administrators, parents, teachers, students, and management. School management software ensures the school runs more efficiently on a day to day basis. It is necessary to have an efficiently running school in order to ensure a conducive learning environment for students and a suitable teaching environment for teachers. The right school management software will help make running a school a breeze, thanks to its multiple applications across functions and stakeholders.

Who can use School Management Software at your school?

As discussed above, school management software can be used by everyone. In fact, school management software touches every stakeholder in the educational ecosystem in one way or the other. School management systems positively impact parents, teachers, students, administration or non-education staff and management. It does so by reducing the burden of repetitive tasks and processes by taking over them or by making communication or work easier through the use of intuitive features. A robust and intuitive school management software like Fedena is especially useful for large schools or schools on a budget. If you are hesitant about taking the plunge, trying to see how a school management system addresses specific issues your school may have (do a needs analysis to figure this out) will give you a snapshot of how a school management system can make a real difference on the ground at your school.

Does a School Management System help with budgeting and finances?

School management software has multiple applications throughout the education cycle. School management software is capable of taking over juggernaut functions like admissions but also does not miss out on small details like keep track of student whereabouts to and fro from school and home. School management software is especially adept at managings process-driven functions like finance and budgeting. Robust school management software like Fedena is capable of eliminating increased workload on a school’s finance team or administrators by almost automating the entire process of fee posting, collection, receipt generation and reporting.

Below, we explore in far greater detail, what the right school management software can do for your school under each of these categories:

Simple Fee Segregation

In a large or busy school, financial errors can really impact the bottom line. This goes for all stakeholders – management that is collecting the fees as well as the parents who are paying it. Each student might come with their own loans, waivers, scholarships, penalties, and dues – a school management system keeps track of these variations in fees on a student by student basis, making it easy to see how much a student owes the school at a glance.

Anytime and Anywhere Fee Collection

One of the primary functions of the fee collection feature in the finance section of your school management system is that fee collection is no longer a painful chore for administration. With a robust school management system like Fedena, fee collection becomes easy — parents are aware of their dues in real time and can pay on the go from anywhere on the device of their choice. Fee collection is no longer about repeated paper notices, phone calls, or man-hours wasted chasing down a fee payment. Instead, all these processes are automated by your school management system.

Recap:  Top Five Reasons Why Teachers Love School Management System

Easy Fee Receipt Generation

Paperwork can become so overwhelming for any organisation – but this issue is magnified in a school that seems to still run entirely on paper. A school management system eliminates the need for the student by student generation of receipts by hand for the administrative or finance team. Instead, the features of the school management system allow for automatic fee receipt generation once the payment is made, which is then directly sent to the parent for their financial records. Efficiency is the name of the game for school management systems.

Comprehensive Financial Report Generation

It is necessary to keep a record of all financial transactions taking place in a school, just for the sake of safety and financial regularity. A school management system makes this easier and even takes it one step better. Thanks to a school management system, financial reports with all sorts of cuts added in are now easier – generate financial reports for various metrics, class wise or batch-wise or even student wise. These reports are especially useful for management and administration since they indicate the financial health of the school and financial behaviour of its stakeholders, resulting in more education and data-driven financial policies or efforts in the future. Staying prepared is key to ensuring the financial viability of your school, and these reports aid in that effort by providing schools with the knowledge they need to make the best decisions for their schools.