implement school software

15 Best Practices to successful Implement School Software

A school management software can multiply the productivity of your school a hundredfold if implemented and used properly. Usually schools lack the expertise to implement school software effectively. As a result most of implementation fails and the users stop using the software which in turn shows no result in the improvement of operational efficiency. In most of the cases, the school will switch to another software and will try the implementation process once again to realize that the same pattern happened again.

So what is the right solution to this?

What are the strategies that can be used to make school management software implementation successful? Read below:

1. Choosing the Right A-Team

Find out the teachers and admin staff in your school with computer, software and leadership skills and form an A-Team. You can also invite one or two parents to join the team. Please make sure that this team will have a maximum of 5 to 6 people. This is your A-Team for school management software implementation and usage. Once the team is formed give the team recognition and plan for rewards towards the successful implementation of software.

2. Including the A-Team in Purchasing Process

You must include the A-Team in all steps of purchasing the software including the pricing negotiation. The A-Team can invite vendors to give demo and get pricing details. It is very important for the A-Team to understand the product and vendor in detail and it requires relationship building. Once a software is finalized for purchase, include the a-team in the final purchase process also.

3. Reference checks & visiting other schools

It is very important to visit other schools to understand how the school management software is implemented there. Ask the vendor for references and make sure the a-team visits these schools to get review. Do not avoid visiting failed implementations of the vendor you finalize. You can gather equal information from failed projects similar to that from successful implementations. Make sure all the observations and learning are documented and stored for future analysis.

4. In Depth Demo to understand feature

Ask the vendor for a detailed demo explaining all the features. Do not limit the demo to one instance. A school management software is a complicated software with hundreds of features and you might require minimum 2 or 3 demos to understand all features. Prepare a document comparing the features of all the products the A-Team is evaluating.

5. Understanding Customization requirements

During the demo you will come across many features that might not be tailored according to your school’s unique needs. List down these features and understand from the vendor how these requirements can be addressed. Usually there will be configuration settings that can tweak the feature. Or it might require customization. Check with the vendor how the customization package works and understand the pricing strategies of the same.

6. Setting and Revising clear Goals & Milestones

Set clear goals and milestones for software implementation. The timeline can be 12 to 24 months from starting the demo process. Decide ahead in how many months you have to finalize the product and in how many months the product needs to be implemented completely. Gather info on practical timeline from the reference checks.

7. Budget Planning for 3 to 5 years

You will have to plan the budget for software for a minimum 3 years ahead. Collect all info from vendors on all the direct and indirect expenses in purchasing and using the software for the next 3 to 5 years. Along with the info from the vendor, collect the expense info from reference checks also.

8. Data Preparation for import

Once the vendor is finalized it is time to prepare the data for importing to the software.If your school is already using software, you can export the data from it if possible or you will have to prepare fresh data in the format suggested by the new vendor. As this is the most important base of the software, make sure there are no errors in this initial data set. 

9. Training Phase

Once the data is entered, you can ask the vendor to start training. Training needs to be done in phases. The a-team will be well trained in the software by this time because the time spent since demo, reference and data entry. Make a training schedule and instruct all your teachers to attend the training without fail. Give them certificates for completion of training. Also you can give training to parents and students in the form of short videos.

10. Checklists

Have checklists for the most repeated activities. Like using a specific feature in the software. Once the checklists are created and maintained in a central repository, the common repeating mistakes can be avoided using these checklists.

11. Change management Strategies

It is not easy to introduce a new software to a team and make them use it. Humans are used to resisting changes. There is a lot of information on change management strategies available online. The a-team can learn from those and use the expertise of vendor to handle change management issues.

12. Project management Strategies

If you look closely, the entire school management software implementation and usage for 3 years is a big project with a lot of subprojects. Expertise in common project management strategies can help the a-team to execute the project well.

13. Motivating Users

Outside the a-team also you need a reward and punishment plan for the faculty to make sure of the complete integration of the school management software in their day to day activities. The reward does not have to be monetary. Ask the vendor for tips or find out from schools where the software is implemented successfully.

14. Communication Plan

You need a communication plan to keep the users engaged with software usage. The users include teachers, students, parents, admins and other faculty of the school. They have to be reminded and informed about software usage as well as changes and updates in the software.

15. Maintaining a Sandbox Account

Ask the vendor to provide a sandbox account if possible. The sandbox account allows you to play around with features and make mistakes without affecting the actual data.

12 ways to enhances students/parents experience through School ERP

With the digitization trends everywhere, schools are also absorbing the benefits of digital transformation through the implementation of various automation software like admission management, grade book management, parent-teacher communication app, online fee collection, etc. A school management software provides all these features under a single platform and helps the school ecosystem by improving the productivity of its faculty.

It also provides reliable communication to parents and reduces the effort and cost in school administration activities. Now with the software interface connecting the different users in school like teachers, administrators, academic heads, school directors, parents and students, the school management software is very critical in defining the brand experience of these users.

The following are the major ways a school management software can enhance the overall experience of the parents and students connected with schools:

  • Pre-Admission (Enquiry) Process

It is always during the pre-admission process a parent or student comes in touch with the school management software. It will be usually to fill up the enquiry form or submit application for joining the school. Based on the features available in the enquiry and applicant registration module, the parents and students will get alerts and notifications in the form of SMS and emails. The parents who are interacting with the school for the first time will get a nice impression of the professional system and process implemented by the school.

  • Admission Process

Once the applicant registration process is over, the parents and students will be invited for the admission process if the applications are shortlisted. The rejected applicants also will be get informed about their application status and the shortlisted applicants are assigned specific days and time to visit the campus. During the admission process, the student will be enrolled in a specific batch and all these activities can be done using a well-configured or customized school management software.

  • ID cards generation

The admitted students are issued Identity cards based on the details given by them during the admission process. The ID card will be a custom design and will include a photo of the student along with other details. The parents and students will be impressed by the well planned operational efficiency of the school when they get access to the ID cards in physical format. Most of the school management software provides the feature to generate customized ID cards.

  • Timetable Tracking

The next surprise waiting for the parents and students is when they get access to the timetable of the academic year specific to the batch the student is admitted. It will be available in the mobile app or can be accessed from the dashboard of student login from a web browser. The login details with username and password will reach the parent in the form of an SMS or email.

  • School Bus Transport Tracking

The school software mobile app will provide the details of school transportation in the form of live maps. It will show clearly the movement of the school bus on a map in real-time. It will also alert the timings of the school bus. This will help the parents to prepare well in advance for the drop and pick-up of students. It also provides peace of mind to parents because of the increased safety of the students while in transportation and at school.

  • Gradebook

All parents access the grade book of the student to understand the performance in various examinations conducted in the school. The grade-book feature of school ERP system can be accessed from the mobile app as well as the web browser. The grade-book also will be in the custom template. The user experience while accessing a detailed guidebook will connect the parent with the school’s brand.

  • Progress Profile

The school life of a student is not limited to academic performance alone. There will be a lot of non-academic activities the student will participate across different years in school. The details of these activities along with the custom remarks of the student will be available in student profiles for the access of the parent. The guidebook details across multiple academic years also will be available here with the attendance and other disciplinary details of the student.

  • Alerts & notifications

Parents will have access to the alerts and notifications of various events in the school in the form of SMS, emails and push notifications. The alerts and notifications will be sent to the mobile phone numbers provided by the parent during the admission. These alerts and notifications will connect the parent’s attention to the school’s operations. These alerts usually include student-specific alerts like attendance, fee payment, etc. and overall alerts like school events, emergency holidays, etc.

  • Fee

Payment of academic fees is an instant where the school should focus to make the user experience of the parent as smooth as possible. Using a school management software, the parent will be notified in advance about the fee payment date and will be alerted about the last date and due details. The online payment gateways integrated with school software makes it easy for parents to pay fees without leaving their location.

  • Communicating with teachers

Parents can ask their doubts to teachers directly and also can get feedback from teachers about the performance of the students. The direct feedback system makes it possible to communicate any matter on the spot without any delay.

  • Assignment

The school management software provides the feature for students to submit the assignments from their home. The assignments will be view able in the dashboard and students can complete the assignment and upload it from their home.

  • School Calendar, Events & Gallery

The school management app also provides the overall calendar of the school which gives an overview of the academic year to parents. It will include all the events planned for the academic year. The gallery plugin will have photos of all past events conducted by the school.

case study laksh career academy

Case Study: How Laksh Career Academy Reduces Loopholes & Manpower Cost effectively?

About Laksh Career Academy: 

LAKSH Career Academy is one of the prominent institutes which provide coaching for competitive exams like prestigious UPSC Civil Services exams, Gujarat’s state PCS – GPSC exams among others. The institute was established on May 1, 2011(Gujarat Din) with the aim of providing quality coaching to the students for competitive exams. They have trained 1000s of aspirants from all corners of Gujarat. Many successful bright officers have LAKSH as their alma mater! 100s of successful Government servants in most of all govt. exams belong to their renowned institute. They also provide teaching to the candidates who are in preparation for various exams of the central government like Staff Selection Commission, Bank, Railway among others.

Candidates of LAKSH Academy

Executive Summary: In this case study, we take a deeper look at how the Fedena Pro solution helped Laksh Career Academy in centralizing the whole fragmented system without increasing their labor cost.

Challenges & Requirements:
  • The most common issue they were facing was regarding Fees Installment Collection. On a day to day basis, they receive multiple applications for batches admission and sometimes if they fail to collect timely installments, it used to affect them dearly! Therefore, they hire additional resources for their timely fees collection & used to issue hand-written fee receipts. Result in their operation cost started inflating, they discovered that the whole process was sometimes prone to errors and full of loopholes. So they wanted a fully automated solution.
  • The second issue was tracking the overall development of each candidate. Their existing system couldn’t provide a meaningful holistic view for them, as their data was fragmented among various systems. In that scenario, Laksh Academy couldn’t track the entire performance of any candidate. Thus management couldn’t take timely actions in any scenario. For example, for them, it is unable to view attendance records, fee payment history, installment details & candidate test progress at a single place to drive a meaningful output, as the whole data remains fragmented among multiple record systems. Resulting in no real-time tracking on any single candidate. These loopholes and lacunae disabled them from being effective and transformation management.
  • They were also facing issues in timely and orderly communication of various details to the candidates. For example, they used to manage timetables on a weekly basis for all batches. They generate a timetable using google sheet. From there to communicate to faculties they used to send time-tables in the calendar and thus faculties will get an idea along with phone follow-ups. Besides students, they created various Whatsapp groups batch-wise. But it was very difficult as with every admission they need to update WhatsApp groups. It was a labor-intensive operation. Thus they faced difficulties in mass communication which shall be targeted and effective.

Book Launchinglaksh career academy book launch Photo with Title Samanya Gyan-min

The Solution:

Laksh Career Academy was suffering from so many administrative issues, so they tried to study various available options in the market. It was a very sensitive decision for them to select the suitable Institute Management System for their organization. But as a reputed institute who is committed to providing quality education and services, they studied more than 10+ software. 

After talking to their counselor’s suggestion in detail and taking a demo they finalized Fedena’s Pro Solution.

Key Highlights:

As we all know, starting with new software is not always. But as the Laksh Academy went on the Support page and kept on reading, they found out that the configuration of the whole system according to their need is much simpler and easily doable. Slowly it changed the whole scenario. Videos were also very helpful in understanding every feature in detail. One by one they were able to start operating various features. It was like a silent revolution for them. 

Now they are able to solve all the above-discussed problems. And with less man-power and cost inputs, Laksh Academy is able to manage the aspirant’s needs better. They got centralized control over the whole system. Students also liked it as they will be able to see everything online. The whole process becomes digitized as they issue printed receipts, installment collection and tracking is also very effective and agile. 

Tracking students’ data on a single place becomes possible after using Finance, Admission, Messaging features of Fedena. 

Reasons for choosing Fedena were not one but many: 

  • Fedena is able to solve the fundamental needs of automation. As it provides an adequate depth of knowledge that is needed to run their academic system efficiently. 
  • It is a cloud-based solution that empowers them to monitor the day to day of your institution from anywhere at any time. 
  • It is an easily customizable solution. And it expands and connects to various apps and services in the real-time work environment, which helps them in evolving, growing and altering their dynamic needs. 
  • Before buying such a large system, we also studied lots of reviews. In global platforms of CIMS like Gradelink, Schoology, Xplor, Igradplus, Class365, the only recognized and noted Indian system was FEDENA. 
  • Thus we settled for Fedena as a holistic cloud-based solution to run premiere institutions. We also like team members talk and adequate. So we found that very professional.
The Success:

After implementing Fedena, we noticed enormous changes. 

  • It brought a smile on the faces of students. As they are able to monitor everything on phones. Time and resources are saved like anything. 
  • It helped them financially too. The cost of manpower decreases tremendously. With less manpower, they were able to supervise large operations. Installment collection became timely thus reducing the chances of default. 
  • It reduced errors, bugs, loopholes from the system and at large scale operations seamless productivity became possible. 

Fedena is a trusted and most reliable platform in the education field. It is successful not only in India but also across the globe. LAKSH CAREER ACADEMY can only provide effective, more meaningful and relevant service through Fedena. 

This system is a great boon for us. Thank you Team Foradian for making us successful! In terms of administrative reforms, we were able to run in no time that in brick and mortar way may have taken so many years. Fedena is a true disruption in the education world.”

laksh career academy

cloud technologies

8 Reasons why Schools should move to Cloud Technologies

Nowadays cloud technologies are everywhere. From small shops to big multinational banks, the operations are managed through systems available on cloud technologies. The cloud technologies offer various benefits to the users as well as the owners of the business. As a result almost all businesses are shifting to cloud technologies. Schools are also following this trend and moving their operational management software and data to cloud to get the benefits of cloud technologies for teachers, students and parents.

Let’s have a look on major advantages of cloud technologies compared to the traditional software infrastructure is listed below:

  • Automatic Updates

The software solutions hosted on cloud technologies can update automatically to the latest version without the need of downloading, installing and configuring new versions. The traditional approach required a system administrator in the office premises who will configure and manage the software for the enterprise.

In an organization like a school, it may not be practical and budget friendly to hire a full-time system administrator to manage the software whenever new updates are provided by the developer. With a cloud based ERP system solution, the automatic updates will be instantaneous and the teachers and parents will be able to use the updated system without downtime.

  • Zero Capex & Reduced Opex

The software available on cloud technologies carries almost zero CAPEX (Capital Expenditure) as the school does not have to buy costly hardware to setup the software. Only requirements are high speed internet and good quality computers and laptops which is present in almost all schools nowadays. With cloud offering, the fees are usually monthly or yearly and the software is available with all the features. You can start and cancel anytime without worrying about the costs associated.

Similar is the case with OPEX(Operational Expenditure). As explained in first benefit there is no maintenance cost in your budget outside the licensing fee. Once the users are trained in software, they can start using it without the need of any onsite maintenance staff. All maintenance costs will be considered in the monthly licensing fee to the software provider.

  • Flexibility

Solutions hosted on cloud technologies make your employees more flexible. The teachers can work from school as well as from their home. They can access the software from their laptop, school computer, home computer or mobile phone.

Similarly for parents the flexibility comes in the form of location and time of access as well as the hardware used for accessing the solution. The enhanced flexibility of the cloud software helps in improving the collaboration between teachers and parents. This is explained in the benefit listed below as collaboration.

  • Disaster Recovery

This is one of the main benefits and a key reason for expert users to switch to cloud technologies. If you are using a traditional software installed in the laptop or computer of school, there is a very high chance of the data getting lost in-case the computer is damaged or infected by malware. Even if the data is not lost, any damage to the computer can affect the operations of the school and will require the visit of an expert to the school campus to fix the software as well as the computer.

With a software hosted on cloud, the disaster recovery will be well planned and maintained by the expert software developers. As they provide the same solution to hundreds or thousands of other schools, they will have all support systems and expertise in managing disasters and recovering the system to a stable state in a short time.

  • Security

Similar to the disaster recovery services, the cloud technologies also provide the best security for the software as well as the data. For a school it is impossible to provide the security for traditionally hosted software within the campus.

The software developers will have the best practices for security. This includes both physical security as well as security within the programming of the software. As the software developer provides the same solution to many other customers, they will be aware of all security threats collected globally and the trends in the industry. This makes the cloud technology software very secure for your school to host your data.

  • Environment Friendly

The cloud technology hosted solutions are environment friendly because of the consolidation of the hardware resources that demands energy inputs and emits heat. If the software is hosted in a school or a corporate office, 80% to 90% of the hardware capacity will remain unused but still using the same energy input and incurring CAPEX. In case of a cloud technology provider, the software will be hosted in such a way that all free capacity is used to its maximum. All energy input will be used to provide optimum hosting for maximum number of customers. 

  • Scalability

Scalability means the instant ability to upscale or downscale the solution according to the increasing or decreasing demand of the solution. In a school, there will be days when all the parents will access the solution at same time. Ex: Fee Payment. In those instances the software will have to upscale automatically without waiting for manual intervention of an expert. This is possible through cloud technologies.

  • Collaboration

Cloud based software provides enhanced collaboration as the users can work from anywhere anytime. For a school, the different users are parents, teachers and students. In this parents and teachers will be using the system the most. Parents will be spread across the geography and will be accessing the system from their mobile phones or laptops. Teachers will access the system regularly from school and occasionally from their home. This became possible because of the cloud technologies. There is no limit to the number of users who can use the system at the same time. This allows hundreds of parents to view the examination results at the same time and pay school fees at the same time from different locations.

Fedena School ERP uses the best cloud technology solutions to provide a fast, stable and accurate operational management software for school. Contact us today to know more.

campus modernization

Why campus modernization matter for Higher-Eds?

Campus modernization is a popular term used to consolidate all the activities in the digital transformation of a school or college campus using all forms of technology including all kinds of software as well as hardware solutions including the integration of technology in buildings and infrastructure.

Different software used in a college like student information systems, administration management software, mobile apps, visitor management software, parent-teacher communication tools, etc. along with the different hardware like bio-metric hardware, GPS enabled vehicle tracking, CCTV cameras, etc. are part of campus modernization projects.

A well-coordinated strategy interlinking between these independent tools and solutions lead to a successful campus modernization project which improves the efficiency and productivity of the campus multiple fold if implemented under proper planning and supervision.

The Benefits of Campus Modernization

Along with integrating all the different elements of campus automation, the campus modernization brings a lot of benefits to the campus and the different stakeholders like students, faculty, parents and leadership. A student or faculty navigating in a well modernized campus will feel like living inside a high-tech spaceship as seen in movies.

  • Always Connected Experience

In a truly modernized campus, everyone will always be connected with everyone else on campus and the online world. This always on experience removes the obstacles in communication and accessing resources by allowing the communication and resource acquisition instantaneous. There are no human interventions and guidance required in navigating a modernized campus. This saves a lot of precious time of students and faculty which can be used in improving learning and teaching.

  • Engaged Students & Faculty

The modernized campus have shown to improve the engagement ratios of students and faculty multiple fold. Engaged students and faculty are observed to be better aligned to the vision and mission of the campus and participate in all campus activities. The data collected from the student and faculty experience can be used to improve their campus experience further. Along with the existing students and faculty any prospective student or visiting faculty will also feel engaged to the potential of a truly modernized campus.

  • Better Learning Outcomes

In an always connected campus with highly engaged students and faculty, you can expect the learning outcomes to skyrocket automatically. This happens due to the instant availability of resources required for study and instant communication with peer students and faculty. Along with these different AI innovations available in learning can help the learners and teachers in improving the learning outcome by studying the teaching and learning behaviors of teachers and students.

  • Fast & Accurate Decision Making 

With the enormous amount of real-time data available, the leaders of the campus can take quick and accurate decisions without having to wait for detailed reports from faculties. All reports are available instantaneously and it will contain both the qualitative as well as quantitative data for making accurate decisions. The impact of any wrong decision also will be available as instant feedback to correct and proceed further.

  • Improved Campus Safety

Campus modernization helps to improve the overall safety of the campus. This is achieved through the smart integration of different tracking and surveillance systems like CCTV cameras, biometric attendance, facial recognition, RFID tags, etc. The modernized infrastructure will also contain tools to detect and alert early about any emergency events probable in the campus environment.

  • Precise Cost Control

With the always on data available, the cost centers can be identified and monitored in newer and better ways to bring down the cost. This is usually a surprise benefit of campus modernization as most of the leaders expect the cost to rise because of the capital expenditure required in modernizing the campus. Along with tracking the costs, the data analytics can be used to find opportunities to invest and multiply returns in the form of goals in academic performance or profit.

  • Enhanced Administrative Efficiency

Once all the elements of the campus modernization projects are functional, the job of administrative staff become very easy and efficient. Various administrative staff like drivers, security, house-keeping, gardener, technician, etc. will get access through auto verification of identity and pre-planned timelines and locations for doing their job. This makes sure that all academic and administrative activities are done independently without conflicting with each other.

  • Drives Inclusion & Diversity Initiatives

This is one of the best results of campus modernization. A fully digitized campus allows students and faculty to navigate the campus and access to resources and support without having to wait in queue or requiring special privileges. This helps foreign as well as special need students to feel at home in the campus.

How to achieve campus modernization in your college or school?

1. You need the right vendor and right leadership to execute a result driven campus modernization project for your institution. Along with the quality of vendor, the experience and vision of the leadership team in your institution also matters because there will be multiple vendors which the leadership team will have to plan to integrate.

2. It is highly advised to hire an experienced for faculty for the campus modernization project or select a single vendor who will work as the single point of contact for multiple vendors. Once the leadership team is finalized they can start with recruiting vendors for the project.

3. Always look for other campus modernization projects completed in your location and learn lessons of success as well as failure. Use these lessons while planning the strategy for your campus.

4. Make sure you have the proper budget for implementation takes care of both money as well as the time required to successfully modernize the campus. Usually projects can spread across multiple years before you can call it as a success.

5. The major components of a campus modernization project will fall under three categories – software, hardware and infrastructure.

a. Software includes all campus automation and database tools like ERP system, data analytics, reporting, etc.

b. Hardware includes all hardware like biometric, CCTV cameras, RFID systems, VR/AR, etc.

c. Infrastructure provides the base and connection between these tools. Along with the buildings, the networking elements like cabling and internet connectivity also comes under this category. And also make sure that all the faculty are properly trained during and after the implementation phase.

If you are looking for a campus modernization vendor contact the fedena experts today

Features for School Management Software Users

Must-know Features for School Management Software Users

A school management software helps in the digital transformation of a school through the different modules available in the software. With the help of the right vendor, your school also can get the benefits of digital transformation if implemented properly and with proper guidance. Almost all of the school management software comes with hundreds of functionality and it can be overwhelming for the users in a school to start using all the features and making the school software fully functional. So in most of the schools, a phase by phase approach is recommended instead of going for a big-bang approach.

The following are the features the first time users of a school management software must know and try to start using with the school management software to its full potential.

Features For Teachers

  • Teachers and Institutional timetable

All teachers can and must regularly access the teachers and institutional timetable from the school management software. It can be accessed through a mobile app or from a web browser. From the timetable, teachers can prepare for the upcoming classes well. Along with the timetable, teachers can use the school calendar to keep track of the institution level events that affect or involve their students.

  • Reminders

Reminders or communication tools within the school management software can be used to send alerts and reminders to parents about various things like announcements, holidays, assignments, etc. The parents receive these communications as either text messages or push alerts in mobile phones. All important communication from the school can be sent from the reminder module.

  • Payslips

The human resource management module of a school management software takes care of every HR process of the teachers and other non-teaching staff in the school. Teachers can access their payroll and monthly payslips from the software to download and share for personal purposes.

Features For Parents & Students

  • School Calendar

The school calendar available in the school software gives a birds-eye view of the academic year activities to the parents. This can be accessed from the parent’s login from the web browsers as well as the mobile app. In the calendar, parents can see different activities like holidays, examinations, parent-teacher meetings, other events, fee schedules, etc. and plan for the same.

  • Messaging Teachers

It is very important for the parents to get an option to communicate with the class teacher quickly and effectively. For this, the school management software provides a two-way communication tool that works very similarly to WhatsApp groups. Through these, the parents can send messages to teachers and the teacher will get instant notification for any new message received.

  • Gradebooks

The top priority and prime expectation of the parents from school are the academic excellent of their children. This is understood through the different examinations the school conducts for the students. The results of these examinations are share with parents using grade books. In school management software, the grade books are generated automatically and delivered to parent’s inbox through alerts. Parents can access and download the grade books from their mobile app or web-browser.

Features For Administrator

  • Student Information Dashboard

All the data from the life-cycle of any student within the school is available in the school management software in a single place. Whenever the performance of a student has to be analyzed, it can be done from a single place where all the data including but not limited to attendance, academic grades, discipline, non-academic performance, fee payments, teacher remarks, etc. are available across multiple years. This is very helpful in case the parent of a student visits the school and the principal or academic head needs the data about the student from a single place.

  • Fee Collection Data

The finance module of the school management software provides all tools and reports for the school admins to optimize and analyze the fee collection process. For all the private and semi-private schools, fee collection is the most important activity in an academic year to ensure the academic activities are executed properly. Any delay in fee collection can affect the school operations and this makes this module the most critical and most sought after. The different reports available in the module like fee-defaulter list helps the admins to speed up fee collection.

  • Custom Reports

This is a handy tool for administrators to combine reports across multiple modules to help with decision making as well as to submit to higher authorities. Any new custom report can be configured and saved for future use. Any updates in student, employee or operational data will be automatically updated in the custom reports. This module helps in avoiding recurring custom reporting demands from the higher management or government.

  • User Privileges

The in-depth user privileges management of the school management software gives the administrators the power to create multiple users to take care of the different modules of the software without compromising on data privacy and security.

Cloud-Based Gaming for K-12

9 Surprise Benefits of Cloud-Based Gaming for K-12 Students!

Cloud based gaming is a common hobby and daily routine for most of the K-12 students across the globe. All it requires is a fast internet connection and good mobile, tablet, PC or dedicated gaming device. Most of the games’ basic versions are available for free and now a days it requires minimum learning or training to start playing a game. There are debates going on about whether it is good or bad for the K-12 students to play games online. Many researches are conducted in this field and almost all the time the games are proven to improve learning skills.

The games are also found to help the concentration skills of children with difficulties in maintaining focus and attention.

What are the benefits of cloud based gaming?

According to various researches done the cloud based gamings are found to improve the following skills of K-12 students:

  • Improving Concentration & Attention

While playing games that engages the students’ attention completely and immerses them in the narrative and play of the game, the students learn to concentrate and pay their attention to a single task or goal at a time. This helps in studying and learning without distraction with improved concentration and attention. Along with improving the concentration, the games can also teach multitasking skills based on the narrative and genre of the game. As concentration is like a muscle that can be strengthened by working it out, cloud based gaming improves the concentration. Also instruct the students to take regular breaks to decrease the side effects on eyesight and body posture.

  • Enhancing Memory

Playing a game demands memorizing skills. Most of the games, the instructions are given in advance or the hints are picked up as the game progresses. This must be memorized to navigate the game successfully. This will have both visual as well as auditory memory requirements. Visuals can be symbols or languages. As students play games that demand their memorization skills, the memory power increases automatically. Simple classic games like crossword and sudoku improves memory. While selecting games on cloud, look for games developed based on the principles of these memory enhancing games.

  • Increasing Computer Fluency

All of us might have observed it. The students who play games on the computer develops computer fluency faster and become experts. Downloading and setting up a game, configuring the basic settings, troubleshooting problems, updating the game, etc. are good practices for building computer fluency. When they try doing this across multiple platforms they learn the different computing platforms too.

  • Improves Visualization Skills

Games show the different possible visualization for a narrative. Most of these visualizations will be surprised to the players and they learn new ways to visualize simple narratives. This increases the students’ visual vocabulary. The visualizations in games are designed by well known artists and it influences the visualization skills of the students. These visualization skills can be applied in classroom learning to understand the lessons better.

Read this – Gaming to learn – Do educational computer and video games lead to real learning gains? Psychologists say more research is needed.

  • Enhances Hand Eye Coordination

Almost all the games are played using eyes and hands. This requires a lot of hand eye coordination to progress through the game. As the game levels get higher, it demands much challenging hand eye coordination. Through repeated trial and error in these games, the hand eye coordination of the player improves and it also helps them in all activities outside games. This is also proven by scientific research. A study led by University of Toronto psychology researchers has found that people who play action video games such as Call of Duty or Assassin’s Creed seem to learn a new sensorimotor skill more quickly than non-gamers do. All studies reach the conclusion that playing these games requires reacting quickly and accurately to events that happen on the screen. This suggests that playing action video games benefits hand-eye coordination.

  • Boosts Strategic Thinking

Playing video games actually boosts both fast as well as strategic thinking. There are fast paced action games genre and strategic or tactic gaming genre. The strategic gaming genre promotes strategic thinking in its players. The scientists of Queen Mary University of London and University College London (UCL) discovered that those who played StarCraft(strategy and tactic based war game) were quicker and more accurate in performing cognitive flexibility tasks than those who played The Sims(Life simulation). The scientists of the Max Planck Institute for Human development concluded that playing the video game sparked neurogenesis (the creation of new neurons in the brain) and an overall increase in grey matter (where nerve cells are located).

  • Teaches the Practice of Team Building

This is a benefit aware to all gamers but not much known to teachers and parents. Playing cloud based games in teams build team-work skills. Most of the games have a multiplayer mode where the players collaborate with other players and trade for resources. Each player understands and plays according to the strengths and weakness of other players in their team. Playing multiplayer games together have also found to improve team based productivity in students and office workers.

  • Improves Problem Solving Skills

The researchers have also found out that the K12 students who play video games have better problem solving skills if they play more strategic and role based games. This starts with simple problem solving scenarios to complex problem solving requirements that also involves time based problem solving. Researchers have found out that well-designed video games can enhance problem-solving skills and make learning more effective.

  • Teaches Decision Making

Cloud based games are also found to improve fast decision making skills for the players, especially K-12 students. Research on decision-making bias found that interactive training exercises using video games actually improved participants’ general decision-making abilities and when used alongside other traditional training methods. Surprisingly in a study it is found that action games improved probabilistic inference not just for the act of gaming, but for unrelated and rather dull tasks

advantages of school software

15 Amazing Advantages of School Management Software

If you are the owner or admin of a school or college, there are different software you can use to automate your organization, to reach your goals while making use of all the benefits of digitized operations. Among them, school management software is now an integral part of all schools and colleges. This software helps in digitizing the various school operations to improve the overall productivity and efficiency of the school. A school management software consists of multiple modules to manage the entire lifecycle of a school & students like admission, timetable, grade book, messages, fee collection, reports, transport, library, etc. All these modules work together towards the digitization of school operations. 

The advantages of school management software system:

There are hundreds of benefits from a school management system which helps in the operational efficiency of the school and communication between parents, teachers, and students. Top 15 ways a school management software benefit institutions are given below:

  • Saves time of teachers and administrators

It saves the precious time of teachers from regular admin works. This is achieved by automating the usual time-consuming tasks like time-table creation, attendance management, parent-teacher communication, etc. The school management software can also generate different reports that help the teachers as well as principals and saves precious time in the process. Administrators can also save time by the efficient use of modules like transportation, payslip generation, online fee collection, etc.

  • Bridge Communication Gap

Institutes through the usage of Short Messaging Service(SMS) communicates with the parents quickly and efficiently. A short text message can communicate the key message to the parents. Most of the school management software nowadays provides mobile-apps also which facilitates communication in a better way. The communication is delivered as push notification and also allows parents to communicate with parents.

  • Human Resource Management

The HR feature in school management software takes care of the life-cycle of an employee in school. The employee can be any faculty like the teacher, administrator or other non-teaching staff. The software takes care of employee admission, leave management, payroll assignment, payslip generation, etc. Payroll can be automated by setting up for one time giving all the breakups and auto deduction formula.

  • Student life-cycle data

The primary purpose of school software is to manage entire data of a student life-cycle starting from the pre-admission(CRM) stage to the day student leaves the school. During this period, the student goes through various classes and undergoes different examinations. All these data along with attendance, teacher remarks and hundreds of other information associated with the student in the school are stored and managed by the school management software.

  • Timetable management

Timetable creation is the most time-consuming activity within a school and with timetable module in school erp system helps in creating and managing different types of timetables. Teachers and administrators can create timetables using easy drag and drop functionality. The generated timetables will be available as class timetable, teacher timetable, and institutional timetable.

  • Gradebook generation

Schools can automate the examination management and grade book generation using school management software. All the examination timetables can be created and published for students and parents to access through the communication portal or mobile app. After the examination is over, teachers can update the marks scored in each subject in the software and the grade books for all students will be automatically generated in a pre-designed template of the school.

  • Fee collection

The fee collection and receipt generation in a school can be simplified and digitized with school management software. With the integration of a payment gateway, the parents can make the fee payments online without coming to the school or college and standing in long queues. All due dates and fines for late payments also will be automated as per pre-set rules and intimated to parents through the software.

  • Reports and decision making

The main advantage of school management software for the administrators and owners of a school are the various reports available within the software that can be used to make fast and right decisions. There are multiple reports available from each of the module and the reports from multiple modules can be combined using custom reporting features. For advanced reporting, third party data analytics tools can be integrated with school management software.

  • Increases admission

The CRM tools available with the school management software is a full-fledged marketing tool that can be used to improve the admission process and quality of the admitted students. This is achieved by minimizing the manual intervention and manual errors in collecting and finalizing the admission inquiries.

  • Safety of students

School management software integrates perfectly with attendance and student-tracking devices like biometric and RFID systems. Using these integrations, the whereabouts of students will be available to parents in real-time through mobile apps. This includes SMS alerts of student attendance within/out timings and location of the transportation vehicle on the map.

  • School budgeting

The finance module available within the school management software helps the school administrators and owners in creating and managing a good budget for the school. This is achieved through access to the previous year’s expense and income data and planning the programs for the present academic year using these past data.

  • Transportation management

Entire transportation management of a school starting from route creation, vehicle management, driver allocation, etc. can be done from the school management software. This can be integrated with GPS devices in the vehicle to provide real-time data and alerts to parents.

  • Library management

The library is one of the most used facilities in the school campus and is a critical part of the academic process. All library management process like adding and managing books, issuing books, tracking books, etc. can be done with the help of school management software.

  • Multischool management

The group of institutions with multiple schools under one organization can benefit from a school management software because of the ability to combine the digital operations and provide a multischool super-admin layer from reporting and fine control.

There are many more benefits when you implement a multi-functional school management software like Fedena. Contact us to know more

benefits of school bus tracking

Top 8 Key Benefits of School Bus Tracking System

Understanding How A School Bus GPS Tracking System Can Help The School Administration

Student safety and school security feature are one of the most important considerations that parents have in mind when selecting a school for their kids is safety. This safety concern is not limited to the school campus or in-school hours, but it extends to ensure the safety of the students when they are commuting to school and back. 

Understanding the importance of transport safety, a few years ago in 2014 in India, the CBSE made it mandatory for all school buses to install GPS systems to ensure the safe transportation of children to and from schools. 

Using a GPS system to track the school buses offers a number of benefits to the school and offers. However there are numerous other safety and administration benefits related that are not very obvious but are very important nevertheless.

  • Real-Time Monitoring Of The School Bus By Institution And Parents

This is perhaps the most obvious benefit of a school transport management system with a GPS tracking feature. Equipping the school bus with a GPS tracking system ensures that parents are sent alerts as soon as the bus leaves the school premises. They can also follow the route of the bus through static or live tracking updates so that they are aware of any deviation or delays due to traffic. 

A bonus benefit of this feature is that it allows parents to plan their whereabouts in a way that they are on-time to pick up the students from the drop point. 

  • Peace of Mind for Parents and The Institution

Another popular feature of using a school bus tracking system with GPS is that it allows for peace of mind for the parents as well as for the educational institute. Knowing the kids’ progress to and from school premises gives assurance to the parents and school alike.

This is especially important when the students are going on school excursions, field trips, sports, picnics outside of the traditional school hours. The system will allow for updates and notifications to the parents so that they do not have to stress over the location and the safety of their child. 

  • School Bus Scheduling And Route Planning For Fuel Efficiency

Schools have a limited inventory of buses, and it is necessary to schedule these buses to ensure the optimum usage. 

It gives the school administration team a comprehensive analysis of the time taken on an average, the best route and the number of trips per school bus. 

This data can then be analysed and to schedule the bus schedules in the most optimum manner by planning the route to save time and fuel.  Short routes mean students reach home faster, the school saves fuel money and minimal idle time for the buses and the drivers. 

Additionally, for drivers who are new on the job, the tracking system works as a route guide when picking up students. 

  • Tracking Driver Behavior and Driving Habits To Avoid Accidents

It helps in tracking driver behavior and habits. Over speeding, rash driving, engine idle time running, sharp turns, infringing traffic rules etc. are some of the driver habits that can be tracked by the system and these go a long way in ensuring the safe commute of the students.

  • Prevents Unauthorized Usage Of the School Bus

The school bus tracking device sends an alert of the school transport administrator every time the school bus engine is switched on. This prevents the unauthorized use of a school bus or any fraudulent usage of the school bus. 

  •  Ease Of Record Keeping And Report Creation

Manual record-keeping can be a tedious task often requiring the effort of additional manpower. The use of a GPS tracking system in a school bus makes it easier to record details such as the distance travelled, the hours of travel, the number of trips completed punctuality of bus etc. 

This comprehensive analysis of the school bus provides the school with valuable data which can then be used to review the bus schedules and make changes if necessary

The automatic school bus tracking and transport management system, also simplifies the process of creating reports as customized reports can be created at the click of a button

  • Simplified Maintenance Schedule For The Busses

With the aid of the GPS enabled school bus tracking system, the school will also receive notifications of when a bus is due for its scheduled maintenance is needed. This minimizes downtime, and costly breakdowns and when the buses are sent for their maintenance, the school transport team will be able to accurately schedule replacement school buses.

  • Better Utilization Of The School Transport Budget

Every school functions with a strict annual budget, including a budget for the school transport system. 

Investing in a GPS school bus tracking system saves the finances of the school in a number of ways.  From better resource allocation for the buses to ensuring shorter routes to save fuel as well as route optimization and scheduling timely vehicle maintenance schedule, there are numerous financial benefits for a school incorporating GPS tracking device in school buses. 

Wrap Up

Today, for school to operate efficiently and to ensure the safety of the students who commute to school, it is important for the school administration to install easy-to-use GPS tracking system. This system will not only ensure the safety of children and the school bus fleet, but it will provide numerous more benefits to the school management, which can benefit it in the long run. 

To know more about a transport management system that is best suited to your school you can visit us at

manage school budget effectively

How to Plan & Manage your School’s Budget effectively?

While budgeting is a common phrase used in all sectors including organizations, states and countries, a budget for schools is not practiced rigorously in most of the schools. Schools usually follow instructions from the government who funds the schools partially or completely. Or they simply follow the patterns of the past academic years without planning a budget. One major difference of schools’ budget from other organizations is that the majority of a school budget expenditure(80%+) will be on personnel and benefits while for other organizations it will be less than 50%. This brings a challenge to school because they have less than 20% of the budget available for other innovations and improvements. And this expenditure will be tightly controlled by policies and instructions from government and other governing bodies.

What is a budget? Why schools need it?

A budget translated the vision and missions of school to annual plans by mapping the resources against the yearly goals and comparing the income and expense trends of past, present and future. By creating and maintaining a budget for multiple years, the school leadership can understand the spending and income patterns to plan for the present academic year properly and achieve the goals.

A well planned budget helps the school by giving control on the way it spends money. It forecasts and track how the money is being spent and saved by being intentional about each transaction. It also makes you aware of how the money is being spent and the value derived from each of those transactions. The process of creating a budget gives a birds eye view to the leadership about the academic year ahead. It avoids the confusion and chaos while involved in day to day operations and expenses. Creating and following a budget will help the schools to generate profit or to create surplus from the funds available to the school. 

Top 9 proven tips for better school budgeting:

Following are ten proven tips used by schools across the globe for creating and managing an effective budget.

  • Academic goals should drive budget

Before setting a budget, the school leadership must sit together and decide what are the academic goals of the present year and coming years. The primary goal of a school is to impart quality education to its students. All activities and programs in a school must be conducted with this aim. This aim should be the vision of the school. So the school leadership will have to decide how to track the progress and achievement of academic goals. After this, the leadership team can start preparing the budget and each of the expenses in the budget can be mapped towards the academic goals of the budgeted year.

  • Budget decisions should be driven by data

All budget decision to be made after looking at the data for past years. If the school is preparing a budget for the first time, they must first spend quality time in consolidating the expenditure data for past years. Once these are explored, cleaned up and converted into presentable form, the school leadership can start the budget process for the present year.

  • Expect & welcome disagreements during planning stage

There will be disagreements during budget planning stage between the different leaders in the allocations of budget amount. Remember that these disagreements are part of the process and must be welcomed. Including diverse inputs in the discussion phase will help the leaders set a realistic budget and can foresee into the future conflicts and challenges during execution phase. Based on these observations better planning can be done to achieve academic goals.

finance management system

  • Prioritize programs with proven cost-effectiveness and value for money

When-ever the budget allocation is being done for particular programs, always look for value for money and cost-effectiveness. With an organization like school, the budget is always very limited and as noted in the introduction only a small portion of this budget will be available for innovations in operations. So the school can’t experiment on new initiatives. Always look for data and proof of cost-effectiveness.

  • Help teachers understand financial accountability

This is a critical step that most of the school leadership misses during budget planning. The budget will be prepared by the finance head and school owner along with principal. But the execution of the programs have to be done by the teachers who may not understand the basic principles of budgeting. So it is always preferred to give training and coaching to the teachers and other faculty on budgeting and tips for executing programs within the planned budget.

  • Be assertive once budget is frozen

Once all the disagreements during the budget planning stage is over and a budget is prepared, it is time to set aside the disagreements and start working as per the plan finalized. So the leader should be very assertive in any program requirements that comes outside the planned budget. If proper training is given and the practice is conducted for multiple years, this approach will be understood and appreciated by all stake-holders.

  • Expect & manage adjustments throughout year

Even while being assertive to the change requests in the budget, the leaders should be aware that all budgets require adjustments throughout the year. So set up a system and process to make deviations in the frozen budget and follow this process rigorously.

  • Expect two or three years if you are starting fresh

If you are starting a budgeting practice for the first time in the school’s history, have your expectations right. You can’t expect the budgeting process to work properly in the first year. Even while following strict practices expect a two or three year time period for the budget process to be integrated to the culture of your school operations.

  • Use a budgeting application

Nowadays everything is digital. So you should use a software for budgeting process too. There are plenty of software available for this need. Both free as well as paid tool. Look for a tool that is used in schools similar to yours with training and support available in your location. Consult your accountant before finalizing the tool.

For a budget to work properly, you must be extremely transparent in the operations to the leaders who participated with you in the budget planning and finalization. This helps in the purpose of budget and motivating the team in participating for the academic goals of the institution.

sunshine schools case study

Case Study: Learn how Fedena helped Sunshine Schools in saving 20% of their time, money & space?

About Sunshine Schools:

Sunshine Schools was started by alumni of Teach For India in 2015 is to provide high-quality school education to the lower-income population for an affordable fee.  Currently, we run two schools in the NCR area and plan to start many more.

sunshine schools case study

Executive Summary: In this case study, we take a deeper look at how Fedena the paperless solution helped all the stakeholders in saving 20% of their time, money & space. Also, it assisted in boosting their productivity & enhanced digital literacy skills.

Challenges & Requirements:

  • Automating student’s admission process was one of the key reasons that Sunshine Schools was looking for the school ERP solution. From issuing admission form to collecting students’ data manually was a tiresome task for administrators. Hence, it was impacting their productivity. 
  • They have a manual attendance process which makes it difficult for them to keep track of students’ attendance when they are moving from one section to another, also calculating attendance manually for report cards was a time-consuming task for teachers.
  • To capture the student’s grades for each assessment & calculating the GPA for analyzing the student’s performance they were using google sheets, which left ample opportunity for errors and made the process more tedious and challenging for the staff members.
  • Manually collecting fees, writing a fee receipt and entering data into the cashbook required lots of paperwork which was not only easy to maintain but also increased their administration cost day by day.
  • To manage the admission enquiry, their sales team was using google sheets, which led to lead duplicity and made it difficult for them to analyze the lead’s journey through-out the sales funnel.

The Solution:

Sunshine Schools was looking for a SaaS system that could be easily customized according to their diverse needs. After in-depth research, they finalized Fedena’s – Pro Plus Solution.

According to Vikas, the CEO & Founder of Sunshine Schools  “We looked at various solutions including My Classboard, NextERP and well as some open-source ones such as OpenEducat.  As I have a strong background in ERP sales and implementation, I knew that I wanted a SaaS system and a vendor who had the right philosophy.  By that, I mean that the vendor was thinking deeply about the architecture of the system (maintaining a single master version and not individual versions for each customer) but at the same time was open to making it as flexible/configurable as possible to meet the diverse needs of the various customers. I really liked the usability of Fedena, the simple clean user interface and the fact that the system did not lag and it was responsive.”

Key Highlights:

  • With the Fee module, they were able to enter fees directly into the system and generate fee receipts from the system itself. This eliminates the processes of writing receipts manually and entering them later in the system.
  • The whole admission process has become digitized, now admin can seamlessly track the admission related information & new applicant enquiries on a real-time. 
  • Fee collection process becomes digitized with Fee Management feature, admin can maintain fee receipt and payment records in digital format and on real-time keep a track on fee defaulters.
  • Overall, Fedena helped in saving the precious time of admin, teacher, and principal as well as made our organization structure more robust & secure.

The Success:

  • Going paperless has enhanced digital literacy among all the key stakeholders and helped them in saving 20% of their time, space & money.
  • Admin & Principal are much happier as there burden has reduced and they have to spend less time during the EOD process.
  • The admission process becomes more simplified, faster, error-free and more secure.
  • Improved their decision making as in a click they can generate multiple customized reports.


Fedena is best due to its strong product focus and their focus on just providing School ERP solutions. During the implementation phase, they were open to looking at my specific requirements and adding them as configurable options to the core product. I enjoyed talking to Gary, the product lead, as he quickly and completely understood my use cases and provided options for how we could implement them in the solution.”

sunshine schools case study

3 enhanced features in Fedena

Understand the background of Top 3 Enhanced Features in Fedena

We released Fedena 3.8(Prometheus) in the first week of December 2019 and it came with a lot of improvements in your favorite school ERP. Along with the all-new inquiry module and revamped SMS functionality, there were some small but mighty improvements that our users have been waiting for a long time and welcomed happily with the new release.

Let us have a look at these three feature enhancements in detail:

1. Advance Fee Payment

This feature works similarly to a virtual wallet for students to handle the fee payment. Some of the parents in many schools pay all the fees for one or two years in advance to avoid the troubles with fee payment schedule management. This helps them in avoiding the last minute struggles with fee payment before due dates.

With the new improvement in fee management, the parents can pay all the fees in advance and the amount will be kept in a virtual wallet kind of configuration for individual students as advance fees. Later for the accounting of fee payment during the usual fee collection dates, the fee can be deducted from the advance fee. This is applicable for all kinds of fees including academic fees, transport fees, etc. This feature is mostly requested by schools operating similarly to residential schools. We have seen the feature request coming from normal schools also.

2. Payment Gateway with Split Accounts

This is a very interesting feature and mostly requested by schools and the group of institutions in India. With this feature, the different categories in a single fee transaction can be routed to multiple banks as selected by the school. This is preferred by the schools because it helps in accounting the different fee categories like academic fees, hostel fees, transport fees, etc. according to the accounting standards preferred by the school. Without this auto split of payment through payment gateway, each of the fee categories would have to be paid separately and these separate payments will carry transaction fee for each transaction and further complicates the fee management system data. So with the introduction of this enhancement, all these processes will be automated. This is now available as integration with Razorpay. 

3. Pay all Fees in a Single Transaction from Fedena Mobile App

With the widespread adoption of Fedena mobile app, parents started paying fees from the mobile app and observed that the fee payments involving multiple fee categories required multiple transactions through the online payment gateway. This was an inconvenience for many parents. And with the new feature release, the mobile app now allows the parents to make all fee payments in a single transaction with the payment gateway. Along with improving the convenience, it avoids any multiple transaction fees connected with payment gateway.

Do you think these features can be enhanced further? Let us know at