online assessment in education

Top Advantages of Online Assessment in Education

Why Assessments and Understanding Their Purpose In Education

The  purpose of assessment is to monitor student  learning, improve academic programs, and enhance teaching and learning.

One of the key functions of schools and educational institutes is to import learning and knowledge. Assessments represent an important aspect of measuring this learning and knowledge imparted by the school. 

Assessments give learners an accurate picture of where they stand as compared to their peers and this serves as a catalyst and positive reinforcement for learners by encouraging them to perform better.

Besides monitoring and measuring the learning process of an individual or an entire classroom of students, assessments also helps to the teachers set a goal for every semester/chapter and then determine whether the goals of education are being met. 

Another key purpose of assessments is the serve as a powerful feedback tool for the teachers to understand if their teaching style and method is working for the students. With this feedback, teachers can contemplate on if their ways to improve their instruction and this promotes better learning among the students.

By enhancing the teaching and learning methods of the teachers, a well-developed assessment plan can serve the purpose of helping to improve academic programs and build the reputation of the school

Making The Shift To Online Assessments In Schools, Colleges and Universities

In many educational institutes, technology has preceded the way for online assessments and exams. 

Schools across the world are realizing that teaching and evaluating students are essential actions which do not need to be restricted to the confines of a traditional, physical classroom. With the use of smart gadgets, laptops and computers, these tasks can be performed at any time – irrespective of the location of the teacher or the student. 

It is therefore not surprising that many educational institutes are hence making the gradual shift from using the traditional assessment methods to using online assessment tools that not only benefit the students and teachers but are also be advantageous to the institutes.

Understanding The Advantages Of Online Assessments

1. Flexibility of Location and Time

This is perhaps the most talked about advantage on online assessments as it allows students to option to sit for the exam at a location of their choice. It also ensures that teachers can invigilate the assessments remotely. This reduces the stress of the students and teachers and also helps save the time and cost of travel. 

2. Lesser Administrative Burden

Online exams greatly reduce the administrative burden on the school, helping save the time and effort on the printing and distribution of exam papers, the setting up on examination centers and classrooms.

3. Easier Preparation, Marking and Moderating of Question Papers

With an online assessment system, teacher can create a bank of approved questions which then then be used for all the upcoming questions to create automatic and randomized papers. 

The online assessment also makes checking, moderating and marking the exam results a lot faster, streamline and standardized. 

4. Faster Evaluations and Results

Online assessments are easier to evaluate, faster to mark and many assessment options allow for auto scorable questions. These methods ensure that the students receive their results a lot faster than the traditional methods. This also eliminates the waiting period for the results which is filled with anxiety and stress for the students and parents alike. 

The immediate feedback can also be used by teachers to grasp students’ understanding and modify their teaching methods accordingly

5. An Environment Friendly Solution

Online assessments give schools the opportunity to go paperless as all the examination related papers, printing and the transportation of the same is completely eliminated. 

6. A Secure Solution

Maintaining the safety and the security of the traditional school exam papers can be extremely stressful for schools. 

However, with an online assessment there is greater security as all exam papers, answer sheets, candidate details, examination marks and school results are digitally stored with only limited staff having access to the exam information.

7. Easier Report Creation

An online assessment system with the help of a school management system also makes it easy to create reports. These reports can be customized according to the guidelines of the school or to reflect the various paraments of the student performance.  

 8. Economical

One of the key benefits of online assessments is that they greatly reduce the human, logistic and administrative costs associated with a traditional examination method. 

What Are Some of The Types of Online Assessments?

1. Multiple choice questions 

Multiple choice questions usually include a phrase or an question followed by multiple options to the student to choose from. These can include variations of the answer, a true or false option etc.  

This methodology is an effective way to assess learning outcomes such as basic recall, concept application, analysis and evaluation 

2. Open-ended questions / Case based discussions

Open-ended questions give the students creative freedom as there are no right or wrong answers. Instead, when taking the online assessment, the student must simply reflect on the topic and draw their own conclusions.

3. Oral exams or interviews

This exam method uses video conferencing to test the knowledge of the students and is perfect for one-one-one assessments or for small groups

4. Open-book assessments

Open book assessments allow students to refer to either class notes and or textbooks while answering questions. This testing helps to promote higher order thinking skills as it focuses on understanding the concept rather than rote learning

5. eLearning blogs and essays 

In this form of assessments, students can be encouraged to submit weekly essays or blogs that will assess online student learning progress and identify areas for improvement for them.

6. Online Discussions 

Teacher facilitated online group discussions give students the opportunity to improve their comprehension of a topic and reveal their level of understanding.

These are some of the popular methods of online assessments. Today with new tools and technologies online instructors can adapt their traditional assessment techniques to ensure that students as assessed fair and efficient manner aligned with course learning outcomes. Conduct Online Assessment Today!

college management system

College Management System Software – The Definitive Guide

This is a complete guide to the College Management System.

In this all new guide you will learn about:

  • What is the College Management System?
  • Who can use it?
  • How online configuration is better than offline?
  • Core Modules
  • Key Benefits
  • How to choose?
  • How is Fedena better than others?

So, if you are looking to digitize the daily operations of campus you will love this guide.

Let’s get started.

All colleges are currently pursuing the digital transformation trend which helped other industries like banking, manufacturing, commerce, and corporate organizations to streamline and improve their operational efficiency. The digital transformation benefits the colleges in multiple ways like saving time of faculty, storing and analyzing the academic and administrative data, engaging the students through encouraging digital culture, improving communication, etc. The digital transformation in colleges is achieved by implementing a college management system. 

What is the College Management System?

A college management system digitizes the entire operations of a college starting from the marketing activities to admission management to classroom management to human resource management to finance management. It digitizes the daily chores of your campus as well as helps in managing the administrative, academic and non-academic activities from a single platform.

This approach benefits by having only a single username credential for everything connected to the college and also the future analysis of the data captured by the different modules in the software.

The college management software is an evolved form of management information system(MIS) which is a tool that can be used to collect and analyze the data from the college operations. This data is used by management to make the right decisions. 

Another form of MIS is a student information system(SIS). It contains all data regarding the students of the college. And the reports are concentrated around the academic performance of the students. Both faculty, as well as management, have access to student information systems to track the progress of the students.  The management information system will contain data from finance and administration above the usual student performance data from SIS. Until recently the colleges were using separate software for MIS and SIS. The functionality of MIS was achieved using spreadsheet software like MS Excel. The student information system is a complicated system to handle by a spreadsheet alone. 

In college management software, it will contain the functionality of both the student information systems and management information systems. It will manage the entire life cycle of a student, parent, and faculty within the college and also will manage the financial, academic, and administrative activities of the college. 

Different kind of Institute can use this software for campus daily task management


This software is built for colleges, universities, and junior colleges. Along with these three, the vocational institutes and other specialized institutes can also use this solution in their organisation ecosystem. The college management software takes care of the special needs of campuses and is easily used by the admin, teachers, students, parents and management team.

If college management software is implemented properly it can improve multiple processes in your college and can help you achieve academic and business goals faster while reducing the expenses. 

How College ERP Software’s Online Configuration is better than Offline?

The college management software can be configured either online or on-premise (offline). Setting up and configuring the software offline is a more traditional approach. With the availability of fast and stable internet everywhere, more and more colleges are choosing online software. Both approaches carry their own advantages and disadvantages. 

The traditional approach of configuring the software on-premise gives more control to the college and can be claimed to be more secure but will be very costly to set up and manage. This is because of the upfront investment required in purchasing the hardware to host the software and the maintenance cost required to hire full-time server management expertise. 

On the other hand, the online software configuration is less costly and also carries multiple other benefits like increased collaboration, improved security, automatic software updates, etc.

Core Modules of College Management Software

1. Admission & Marketing Management

The marketing possibilities of a college management software are achieved through the enquiry module which acts as a simple CRM for collecting and managing admission enquiries. This functionality is further linked to applicant registration and admission modules where the entire admission life cycle of the students is captured in a single database.

2. Fees management

This functionality helps to simplify fee collection on the campus and provide meaningful reports and timely alerts to parents. The alerts and notifications are sent to parents regarding the upcoming fee collections. Parents are provided with the option to pay the fee directly from their mobile phones without the need to visit the campus.

3. Attendance management

One of the most used functionalities of a college management software is the attendance management module which is used to record the subject-wise or daily-attendance of a student. This can be done through the teacher’s laptop or through the mobile app. The alerts are sent automatically to parents. There are also RFID and biometric hardware integrations available to minimize the manual intervention required in attendance taking.

4. Parent-teacher & teacher-student communication management

The different modules available in college management software can help in improving the efficiency and effectiveness of parent-teacher and student-teacher communication. The mobile app available with the software is an excellent tool in making sure that all the communications are received and acknowledged by students and parents. This is achieved through the push notification available in the mobile app. Also, there are various other tools in customizing and automating the various communications on the campus.

5. Timetable management

The timetable management module provides the functionality for efficient organization of all academic and non-academic activities happening in the college and then provides predictable routines for students to follow. Students and teachers can access the timetable from their mobile app. The software also provides a master timetable for the principal and teacher’s timetable for all teachers.

6. Human resource management

The lifecycle of a faculty from joining the college to leave management to salary management is automated using the human resource management module available in the software. This provides a single place for storing all employee-related information including payslips. The payslips can be accessed by faculty directly by logging in to their respective dashboards.

7. Examination management

This module helps is setting-up examination calendars and managing the notifications of the same. The examination details are further linked to create grade book reports of the students. Also, there is an option to conduct online examinations for students.

8. ID card generator

This module allows the automated design of ID cards for students and faculty with minimum configuration. The ID cards can be generated individually or in bulk and can be then printed for usage by students and faculties.

9. Gradebook management

The college management software generates the grade book(report card) which can be accessed by parents and students from their dashboard. Options are available to configure the grade book according to the requirement of the college.

10. Library management

The library management module takes care of all library-related activities from searching for books, issuing books, tracking of books, etc. Library management with barcode integration is one of the most required modules by colleges.

11. Inventory management

This module takes care of the college’s purchase orders, goods’ invoices, in-house stock management,  equipment, and other assets tracking. It also generates detailed asset reports.

12. Placement management

This module helps the colleges to plan and streamline the campus placement activities. You can plan the campus recruitment drive, track applicant status, and provide instant result announcements.

13. Reports

There will be hundreds of reports available from college management software to help with various decision making. This includes the default reports in each module and also the fully customizable reports available from the custom report module.

Fedena College Management Software comes with 50+ features which help in mitigating the work efforts and aid towards increasing your productivity for managed growth. Visit our feature page to explore all features. 

Major benefits of Fedena Campus Management System Software:

1. Saves precious time

The major benefit of college management software is time, professors and other faculty can save by the proper implementation of the software on the campus. With the different modules available for daily usage like attendance management, fee management, automated notifications to parents and students, etc. faculty can save precious time which would have been spent in administrative activities in the absence of college management software.

2. Customizable & Affordable

The features and functionality of various campuses vary from each other therefore we offer tailor made solutions. We offer customization according to the institute’s needs. Apart from this, Fedena college management software is an affordable solution and comes with no limits on the number of students, teacher, and parent logins.

3. Comprehensive Training & Support

We provide full fledged training sessions and support after implementation for the users. On our support page users can explore feature based tutorial videos which help in letting users learn the functionality of this system in their own time and pace.  

4. Data Security

Data security is one of the key benefits of college management software. As it ensures that students & staff members personal data remain protected from unauthorized or malicious access. We also offer data backup facility. 

5. Multi-Campus Management

There are various institutions that include multiple branches under them. To manage a group of institutions from a single platform we offer multi-institute ERP software. With this application, admin gets a bird eye view on all branch operations from a single dashboard. To know more about, visit our Multi-School Management System.

How to choose the right college management software for your college?

Once you understand the benefits of a college management software, you will be interested to purchase a new college management software or upgrade from the existing software that may not be serving you properly.

So it is very important that you choose the right college management software that suits the unique system and process of your college. 

  1. The first step is to study the software used in other colleges like yours. Collect information from as many colleges as possible and make a list. Also, collect from them the benefits and challenges faced by these colleges. This will be a good starting point to understand the software market in your geography
  2. After that understand the total cost of ownership of the software by comparing it with the next 5-year operational plan. How many students will be there in the next 5 years? Will the college maintain the same student intake or are you planning to grow and expand? This is important as the software price may be dependent on student numbers. Check with your vendor for more details on five-year pricing.
  3. The next step is to understand the features of the software and check whether it fits with your unique requirements. This can be achieved by creating a small panel of faculty to select and manage the college management software.
  4. Along with the above step, you can also decide to host the software on-premise or online(SaaS). With present trends, you will most probably choose SaaS.

Here is an article on implementing software starting from the step of choosing the software. The tips are applicable to colleges also. And our experts are available to help you in choosing the right college management software. Contact us now.

engaged students in virtual classroom

How to keep Student Engaged in Virtual Classroom?

One of the biggest challenges for teachers across the ages has been to keep the students in the classroom engaged and attentive to the content that is being taught. 

Over the years, innovative and enterprising teachers have come up with unique ideas to help the students connect with the subject. From introducing games to the students to including video to make the topics more relatable to the students and to boost engagement rate between student and teacher

In recent times, the introduction of technology in the classroom has helped enrich and enhance the pedagogical process. Tools such as Interactive Whiteboards, Virtual Reality, Augmented Reality, Video and Game based learning among many others have transformed the new-age classroom and made learning more interesting than ever before.

Learning in the Age of COVOD-19

Today, the world is changing once more as work-from-home and learn-from home is the new mandate in almost every part of the world. In this scenario, schools have adopted virtual classrooms as the new norm and educators are making every valiant effort to keep educating kids as best as they can.

While these online classes, ensure that the education of the students in not interrupted, teachers do not have any prior training programs for virtual or remote teaching. As a result, many teachers continue to replicate what they do in a classroom, but they are not always successful as they struggle with disengaged and demotivated students. 

To engage with students in a virtual classroom, it is important to shift the way of thinking and learn to adapt to newer methods.

Let’s see what are the new ways to keep student engaged in Virtual Classroom:

1. Prepare in Advance

Just like a traditional classroom, a virtual classroom also needs the teachers and the students to be prepared in advance. A useful tip will be for the teachers to create a list of all the things the students need and then to send out the list to all the parents so that they can prep the learners with all the resources. These can include books, texts, stationary etc.

For teachers too, they can test out their slides with the font sizes, colours, template designs and screen ratios to ensure on- screen readability. This preparation can also include an audio clarity test.

2. Set the rules at the beginning

Just like the teachers, the students too are not familiar with the concept of a virtual classroom and hence teachers can start every morning with familiarising the students with the rules of a virtual classroom. These rules can include guidelines on mike, camera, chat etiquette for the students to follow.

3. Create a reward system for the students 

One simple way to engage the learners in the virtual classroom is to introduce short-term and long-term goals and rewards into your online classroom. Rewards such as positive feedback, virtual points, badges can go a long way in reinforcing the learnings and motivating the student to engage better in the classroom

4. Questions, questions and more questions

In an attempt to keep the students more engaged, it is important that the teacher ask as many questions to the students as possible. Instead of just reading or explaining the lesson to the students, questions allow the lesson to be more interactive and hence keeps the students engaged. Teachers can ask the five W and H questions related to the lesson – What, Who, Why, Where, When and How.

The teacher must also encourage more questions from the students to augment the engagement levels in the virtual classroom. Many experts also suggest that teachers can keep a count of the number of questions each student asks, to ensure that all the students are engaged and attentive. 

5. Keep the class short and lessons crisp

Learning online is a huge task, especially for younger students who may find it daunting to sit before the screen for long hours. By splitting content into smaller more manageable bite-sized chunks, educators can help to keep students to stay engaged and feel enthusiastic about the virtual learning experience. This is also a good way to abate online learning fatigue. 

6. Continuous progress check-ins

One of the easiest ways to remind students of the previous lessons and help them feel connected to the class is through short-term progress checks. These can include revision, assignments or quick quizzes on previous topics to jog the student’s memories and help them connect the dots between the classes/

7. Building a student teacher bond

Just as some students do not connect in a traditional, physical classroom because they feel invisible and believe that they have no valuable inputs, similarly many students may also feel that they will not be missed in the virtual one. Additionally, some students do not find their teachers very engaging or are unable to relate with them. For such students, teachers can try building a relationship, getting to know them though a video or voice call outside of the classroom to help them feel motivated.

Other small tips can include asking the student for their opinion in the classroom, giving positive and encouraging feedback etc.

8. Use the flipped classroom model to engage the students

Using the flipped classroom model, teachers can send students resources such as texts, videos, podcasts, etc., to provide background knowledge to the topic being learnt.

The actual learning time in the virtual classroom can then be used for subsequent learning activities like group or one-on-one discussions. This will ensure that the precious time in the classroom is used to strengthen the understanding of the concepts, while the students stay interested and motivated.

For many students as well as for teachers this adaptation from a traditional classroom to a virtual meeting space for learning is not easy.

Today, teachers need to remember that the need of the hour is for unlearning their processes and teaching method and look for new ways in which they can harness technology to teach better and made a stronger impact on their students, who are also struggling in isolation without their peers.  

student attendance during online learning

Tips to Track Student Attendance During Online Learning

Due to the recent COVID global pandemic, the usual methods of operating schools and colleges have changed. And with these changes, the old operational management systems and processes are not enough to handle the scenarios emerging from these unforeseen changes. More and more schools and colleges are shifting to remote learning technologies by implementing online classrooms.

The online classrooms are helping the management to conduct the classes without any obstacles posed by the COVID and the teachers are learning more advantages with online classrooms that were not known before. So we can expect the schools and colleges to use online classroom tools even after the pandemic is over.

Along with the advantages, there are some challenges faced by teachers and administrators in the way online classes are conducted which is not aligning with the rest of the school operations. Attendance management is one of the key challenges.

How to ensure the regular attendance of all students and even if attendance is achieved how to track the attendance quickly?

How to maintain the focus and engagement of remote learning students?

The following tips will help you in keeping track of the student attendance during online learning:

The tips are equally applicable to schools as well as higher education organizations

1. Manual Attendance 

You can take manual attendance like how you used to do during classroom teaching. This can be done through pen and paper(attendance record book) but the process will take some time in marking attendance. And if you are taking note of only the absent students, the process can be completed fast. But the experience is different from offline classes, the students can drop out randomly from online classes and you may not notice the same when the number of students attending the class is comparatively higher than what you can manage.

Because of this, you can try student attendance management system as it accurately record the attendance without putting much effort and at the same time can generate reports in a single click.

attendance dashboard
Attendance Dashboard in School ERP System

2. Google Form for Self-Reporting Attendance

Create an attendance sheet in the google form and share it with the class for self-reporting of attendance with the timestamp.

  • Create separate google forms for each class. (Please note the difference between google spreadsheets and google forms).
  • Google form is like a poll or survey which the students can fill up to submit.
  • The date and time details will be automatically captured by the Google form.
  • Students will have to simply fill the form with their names. Also, make the email login to be mandatory to submit the google form.

This can prevent proxy attendance to a certain extend. Even though this method looks simple and perfect it can become cumbersome to manage the attendance this way for every class.

3. Video Call by all Participants (if feasible)

This is the best way to ensure maximum engagement from all students by allowing the camera ON by all the participants.

Again this looks like a good idea but not that much practical because of the high bandwidth it will take up. And all students may not have access to high-speed internet. So one approach can be to enable the video during the starting of the class and disabling the same after the classes are over. This method is also not immune to random dropping out of students as explained in the first point.

4. Questions to Random Students during Class

This is one of the best methods to ensure the engagement of students during online classes. You can ask random questions about the topic being covered in the class. Instead of asking any particular order, pick a random learner, and ask the question. This will motivate all students to focus on the online class. The answers can be taken either as audio or chat provided with the online classroom platform. Ask questions randomly throughout the class. 

5. Timed Assignments

The usual assignments process can be improved by adding timing for submitting the assignments. Accept assignments only on a particular time window. If the e-learning platform does not provide this feature, find out workarounds like temporarily deactivating the submission forms, accepting assignments as emails, etc., Connect assignments to the contents provided in each online class.

6. Short Quiz/Poll after the Class

This is one of the best tips in the list that is very effective and easy to implement. Immediately after ending the class, send out a short quiz in the form of a survey or poll to all the students who participated in the online class. There are various tools available for this. Both paid as well as free.

Most of the e-learning platforms and student information software provide this feature by default. It will collect the timestamp and email id of the students along with the answers to the quiz.

Prepare the quiz well before the class start and share it with the learners while the class is ending through the chat available in the online tool or send as email.

7. Discussions During or After the Class

This is an effective way to improve engagement. Instead of one-way communication, engage the learners also to participate in the teaching. This may not be applicable to all subjects and all topics. So it has to be either limited to the start or end of the class. Both ways will ensure students are actively participating in the classroom training

8. Analytics Provided by Education Platform

Instead of trying different workarounds, look for attendance, and participation analytics provided by the learning platform. Advanced software provides attendance and engagement data that can be easily exported. Ask your vendor for more information. If the tools are costly then opt for other tips provided on the list

9. Lesson or Learning plan shared with Parents

For schools as well as colleges it will be a good idea to engage parents also in the online learning process especially if the students are joining from their homes. Parents do not have to participate in the classes, but they can have an overview of what is being taught to the students. This can be achieved by sharing lesson plans in advance before the class. This will keep parents also motivated to track the learning progress of the students. 


Other than the tips given above, you can also think about other methods. Some schools and colleges are completely skipping grades based on attendance by introducing accountability based on work done instead of online attendance. You can also think about similar strategies.

Anyhow it is a good practice to keep track of the students who are attending the online classes. Inclusion of the attendance data on the grade book performance is a strategical decision for the management of the schools and colleges. Also if any students are showing low attendance in online classrooms, check for core reasons by contacting their guardians.

student enrollment with online admission system

How to retain Student Enrollment with Online Admission System?

COVID-19 has affected almost every sector of the economy, and higher education is certainly no exception. In this challenging time, the enrollment leaders are using every trick or strategies in their playbook to meet their yearly enrollment goals.

This crisis has not only decreased the student registration but also can bring new patterns into existence like over-admissions, increased competition, localized higher-education and more etc.

And since this is not the first time humanity is going through a crisis like this, there is strategy advice from experts and experienced education leaders on how to manage the expected challenges in student admissions and also how to prepare well for future crises.

To help you manage this situation successfully, here we are sharing the steps which help in managing the entire admission process online.

Pre- Admission Process – Here is how increase the admission rate without causing any risk to students or employees

Step 1: Embed the admission enquiry or registration form in the school website or social media platform

To avoid the physical presence of students or parents institute can embed the admission enquiry form in their website or promote it on social media channel. With Fedena applicant registration module you can create a registration or enquiry form and add it on dedicated landing page. This helps in automating the admission enquiry collection from different sources online. Once it is collected the admin can go through all the application and sort the applicants based on various parameters like date, course, academic year, etc

Step 2: Increase your bandwidth. Create an a-team for enrollments

In these difficult times, you should consolidate and reallocate the resources to the most pressing problems. Create an a-team for enrollments from the existing human resources of the school or college. The members of these teams can focus on their goal of improving the falling enrollments. They can access the applicants registration, review them and contact the leads immediately after they submit the form . Strategize the communication with leads multiple times and nudge leads with right alerts and timing. Keep them engaged until admission is completed and handed over to the academic process.

Step 3: Engage parents along with students

If you are the leader of a higher education organization like college, you can engage parents along with students. Students may not be responsive to most of your communications. So connect with the parents to improve the enrollments. Parents will share you feedback on how to improve the enrollment process and also their challenges and fears. This will give you information on what is happening in the market and how to improve the same.

Step 4: Verify Documents and Collect Fees Online

After sorting the applications and understanding the parents/students requirement an admin can take the admission process to the next level i.e verifying the documents of shortlisted students. To eliminate the risk of fraudulent activities the school ERP system offer document management module which allow students to attach their original documents digitally & helps admin in verifying the documents of pupils.

To reserve the seat in institution, parents can submit the admission fees online in just a click.

Step 5: Batch & Subject Allotment

Once the application has approved by administration team, they can allot batch and subjects according to their interest they have marked during the registration. Also save students details in one place.

Post -Admission: Here is how to keep students engaged after they get admitted in institution

Step 1: Give Virtual tour of Institute

Once the students get admitted to your institute enable the virtual school and college tours. There are many freelance providers doing this service. If not done already, you can create a gallery of photos to create and effect of visiting the campus. Make sure the photos are grouped and ordered properly.

Step 2: Plan for Online Classrooms

With the long term impacts of this crisis still unknown, for newly admitted students plan for online classrooms. Many schools and colleges have already started this concept. So this will give some kind of predictability in running the upcoming academic year successfully. And further improving enrollment.

Step 3: Take feedback from parents

Do not forget to feedback from parents as it help in understanding that what challenges they are facing while keeping a track on their child progress, and in which part institution can make a progress. The positive perception of parents toward institution helps in increasing the admission rate


As we know that due to coronavirus pandemic the schools and colleges has been closed from a long time. No doubt, this is the crucial time for education sector to invest in online admission system so that you can improve their enrollment rate.

To help you with this situation, Fedena is offering various module which help you managing the crisis better such as the enquiry module, admission module, communication module, etc., The Enquiry module work as a CRM tool to help you in collecting leads for enrollment and managing the leads. The Admission module takes care of enrolling the finalized students in different courses and batches of the school. The Communication module is integrated with SMS and email to send alerts and notification to different users. Try it today, free trial avail for 14 days.

Struggling With Day-To-Day School Operations During Lockdown?

Check Our Guide To Help Schools Stay On Top Of Daily Operations During Social Distancing

The social isolation mandate is changing business dynamics all across the world. As we get ready to step into the ‘new normal’ it is essential for all organizations, especially for schools, colleges and educational institutes to find new ways to function and grow.

Towards, this end and in keeping with the directives from the government, many educational institutes have organized online classes for their students. These online classes and collaboration tools keep the students engaged and connected with the school and teaching staff while ensuring that they are safe in their homes. 

However, for the school staff and the administration teams, staying on top of daily operations, whilst maintaining all the regulations of social isolation can be very challenging. 

For these schools, embracing technology through school management software is the ideal solution that can help them with day-to-day school operations.

Here are a few functions of school team that can be efficiently managed remotely with the help of School ERP Software:

1. Managing new admissions and applicants Enquiries

For school and colleges, managing new admissions and addressing new enquiries in one of the most essential tasks. However, this major activity does not have to come to a complete halt due to cities being on lockdown mode. The school ERP system allows institutes to automate the admission process including registration, subject assignment, document submission, advance fee submission, and batch allotment.

Additionally, the school can also send out automatic mails to the parents to remind them additional information related to the school admission process such as essential dates, processes and lots more. 

2. Fee collection & receipt generation

Instead of the parents and the students standing in long winding queues every month for the payment of various fees, the school staff can use the school ERP system to create an online payment system for the fees. 

This system can be set up and customized for the students to include transport fees, hostel fees as well as to calculate discounts and rebates. This automated system can send out regular reminders to the parents to avoid defaulting.

A well-designed school ERP software will also include a report generation module to help the school staff create reports related to the collection of fees. The same system can also send automated fee receipts to the parents after the payment of fees to complete the transaction. 

3. Staff / Team Meetings & Task Allocation

Staff meetings have a pivotal role to play in any organization. They help keep everyone informed and up to date about the various happenings and let you collaborate together as a team. They are also a tool of collaboration where team members can allocate tasks, provide each other feedback, sharing ideas and stay engaged in a purposeful manner.

During the social isolation, the school ERP system allows the school to organize the staff meeting through virtual discussions. The Discussion module in the school ERP system allows the teachers and staff members to interact with each other and share their views through posting comments.

The Task allocation module can not only be used to assign tasks to staff but team members can also use this module to update the team about the task assigned to them and get feedback on the same.

4. Online examinations, assignment creation and report card generation

Due to the current pandemic situation, many school and colleges have had to postpone their annual examinations. The use of a school ERP system allows for the school to conduct online exams for the courses that they offer. 

These online exams allow for easy and quick evaluation of the exams and tabulation of marks. This allows parents to get instant alerts and notifications on the performance of the student instead of waiting for the report card day. 

The teachers can also use the assignment module to distribute homework to the students, collect completed work, review it and provide feedback to students. 

This entire process can be easily managed online by the staff and the school students can continue with their learning process without any hindrances. 

5. Attendance management for the students and the staff

An online attendance management system automates the mundane task of daily attendance taking in schools. 

When the students are learning from home or the staff are working from home, the online attendance management system allows the school to maintain accurate records and generate summarized student attendance reports.

These attendance tracking tools are designed primarily for use in schools and can be used to generate reports of the performance of the child as tabulate the attendance of the staff for salary computation at the end of the month.

6. Data management

Schools are repositories of a large amount of information – from student related data to legal and financial information associated with the school. However, when working remotely or when working from home, it is impossible for the school staff to access this data that is stored in large files and documents.

However, when using a school ERP software, this same data can be stored in a cloud system online and accessed easily from the any desktop or smart phone. This data can be customized and information can be added for any no. of records and report keeping.


As schools prepare themselves for the new academic year, various technological tools can help schools prepare themselves to function seamlessly which maintaining all the norms of social isolation. The use of a school ERP system like Fedena can help schools continue to engage, educate and communicate with the students, teachers and staff.

How to get started with online classroom? 14-steps guide

With the recent COVID pandemic, many schools across the world are moving to fully online classrooms. Previously online classrooms were mostly preferred by higher study institutions and now it is adopted by schools also including kindergarten schools. The advantages of online classrooms for schools is the maximum reach for the lowest cost as most of the online classroom tools are available for low pricing and have flexible plans to choose from. The other advantages include the reduced costs of infrastructure maintenance as the students are participating in the courses from their homes. The advantages for learners are also manifold including the savings from the daily travel and the ability to participate and learn from the comfort of their room.

The following are the steps you can follow to set up and operate your online classroom:

1. Choosing the right platform

There are plenty of solutions available to set up online classrooms. This includes simple video collaboration tools and advanced learning management systems. Choose the product according to the complexity of your school operations. You may not have to select high-level features to start with. Check with the platform if there is an option to upgrade the plan at a later time. Look for a solution that caters to other schools similar to your school.

2. Get inspired by other online classrooms

Take inspiration from other schools that are using online classrooms. Check within your immediate network for the schools that have recently started using online classroom tools. Do not limit to one school to get inspiration. Look for as many online classroom case studies as possible. Then compile a list of best practices and try to follow the same with your online classrooms.

3. Create the school profile and setup branding

Once you selected the platform provider, then it is time to set up the profile of the school and spend time on designing the online school branding. You can seek help from the platform provider as most of the platforms will provide free training on setting up the online classroom for the first time. Make sure you are using high-quality designs to represent the school branding.

4. Prepare the Offline Tools

You need offline tools like video cameras and accessories to record the classes for uploading. If this demands upfront investment in cost and teachers’ training, you can start by recording the classes on mobile phones. These classes can either streamed live or recorded to upload and share later. Some tools provide the feature to auto-record the live streams for accessing later.

5. Digital Tools & Online Integrations

If you are using a high-level learning management system, you will require other digital tools like presentation tools, video editing tools, documenting tools, etc. Along with these, you can look for experience-enhancing integrations provided with the online platform. Check in the vendors’ integration library to improve the online classroom experience. These integrations can also save a lot of precious time by automating the repeated tasks.

6. Create the First Course

Once the platform is ready and all the basic contents are also ready in the form of documents, presentations, and videos, you can start creating the first course. Create the course divided across lessons and subjects. Take the online course from the provider on how to create an engaging online course.

7. Innovate

Always look for ways to innovate the course creation and presentation. Go a step further from what you have learned from the tutorials and other online classrooms. There are various ways to innovate starting from the recording of the video to the arrangement of course contents. You can take inspiration from professional youtube content creators.

8. Invite Collaborators

Once the course is in progress, you can start inviting collaborators without waiting for the course to be complete. The collaborators can be other teachers in the school or other subject experts. Collaborators will help you create the content and can point out any mistakes in the course content. Most of the tools provide option to leave comments by the collaborators.

9. Invite Learners

Once the courses are created and all identified mistakes are corrected, you can invite the learners. This can be done in bulk or step by step. Depending on the platform’s features you can invite learners by their mobile numbers or email id. Set the privileges of the collaborators and learners according to the options given in the platform.

10. Schedule Automatic Alerts

It is also very important to engage the learners by reminding them to access the platform regularly. This can be achieved by sending notification emails, providing access to the course content in steps and also by conducting frequent live classes. You can also create WhatsApp and Facebook groups to keep in touch with the learners. 

11. Participate in Q&A discussions

This is the best way to increase the engagement level of the online classroom. Promote discussions for each topic. There will be a discussion or Q&A feature available in the learning management tool. Instruct the students to keep posting their doubts and queries in this section and provide clarifications and answers asap. Encourage students also to provide answers to questions posted by other students.

12. Run Live Classes

Conduct frequent live classes to improve the engagement of learners. The live classes can be conducted by the features available in the learning management system or by integrating with a popular online video conferencing tool. Most of these video conferencing tools also provide teacher-friendly features like whiteboards and discussions.

13. Integrate Analytics & Marketing tools

While integrating external tools, do not forget to integrate a good analytical tool. This tool can show data about the usage and engagement within the platform. This data can be referred to improve the online classroom experience. The marketing tools can automate promotional activities and email newsletters.

14. Promote Mobile Learning

Most of the learning management software provides a mobile app. Some tools like Uzity provide custom rebranded mobile app for the school. The mobile app can bring more engagement and realtime learning for the learners. If you are looking for the right learning management solution for your school to set up an online classroom, try Uzity.

Decoding Top Challenges & Solutions For School Staff Who Are Working Remotely?

The recent Covid-19 Pandemic has forced organizations across the world to work remotely from their homes. While this may sound exciting initially, for those who are navigating the remote work from home terrain for the first time, things can be very confusing and challenging. 

This is also true for staff from educational institutes who are attempting to work from home for the first time. Here educational institute employees not only refer to teachers but also include are referring to institute employees such as teachers, admins, and other staff members who are attempting to manage all their tasks remotely.

However, just like every challenge has its solutions, we bring you a few solutions that will help ease the pressures and challenges of working from home:

Challenge 1 – Unmotivated Staff Members

This is one of the first challenges of working remotely from home. For many of us, our homes are our places of rest, relaxation and recreation and hence working from home can be especially challenging as it is difficult to develop a focused mindset. 


One of the best ways to overcome this is to create a routine in your daily life, just as you would in your daily working routine. This would include dressing up for work every single day, instead of attempting to work in your comfy pyjamas. 

Another potential solution to motivate employees is to encourage them to create designated work-space in their homes. This could be as elaborate as a work room or a simple spot on the dining table, but it will ensure that the staff members feel motivated to complete their tasks while at the desk.

Challenge 2 – Managing Team Communication, Meetings and Collaboration 

For a school to work efficiently, it is essential that all staff members from teachers to the administration team be updated and communicate with each other on all matters. However, very often working from home, staff members do not have easy access to each other and this can greatly impact team communication. It is therefore imperative that the school arrange for an official medium of communication for all the staff members and employees.


This can be effortlessly done with the help of a school management software that will help the team members to stay connected, be updated on various tasks and work together in a seamless manner. The discussion boards, email and chat option in Fedena mobile app make team collaboration and communication effortless and easy

Challenge 3 – Tracking Tasks and Managing Productivity 

When working remotely low productivity is an obvious challenge that employers have to deal with. In a remote working situation without day-to-day oversight, some team members may not use their time wisely, while on the other hand, certain employees may risk burnout due to a lack of boundaries.


It is there important for the school or educational institute to track the hours of their staff members using various tools such as the report center of the school management system. The report center allows the staff members to create a detail report of their working hours 

Additionally, the school can also encourage the teachers and other staff members to track their hours using popular online tools. Tracking hours promotes transparency and serves to boost the productivity of the staff members.

Challenge 4 – Connecting with Students & Parents

Many schools and educational institutes are looking for ways to continue classes for their students. This is not only to ensure that the student’s academic progress stays on track during while at home but also to ensure that they students stay motivated in their academic pursuits. Hence, for teachers, students and parents it is vital to have a digital home that the teachers can use for teaching and communicating with the students. This is especially important since many schools are continuing to offer online classes and lessons for the students. 

While there are many online options available, schools can also use the learning management platforms to set up digital classrooms for the students. The teachers can use these digital classrooms to post lessons for the students, to give them online assignments or to conduct online tests for the students.

Additionally, these school management systems also allow the students to communicate with the teachers and clear their doubts when needed.

This same school management software can also be used to communicate with the parents on a regular basis. 

Challenge 5 – Managing Administrative Tasks Like New Admissions and Fee Collection

When working remotely, one of the biggest challenges for the school administration staff is managing tasks that require face-to-face interaction with the students or parents. This includes tasks like new admissions, fee collection, receipt generation etc.


The most convenient ways to deal with this is to create a single digital platform that your students and parents can visit to take care of these tasks. A school management software with its array of online features such as fees management module and admission module allows these tasks to be taken care of from any offline site including one home. Managing these tasks offline help to cultivate stability and ensures that they schools continue to function without any administrative interruptions. 

Challenge 6 – Managing Work Life Balance

When working remotely, it is often very difficult for the staff members to maintain a strict work-life balance. It is easy for employees to overwork themselves, especially for employees working from home, it may seem like they just never leave work.

One of the best solutions to deal with this is to ensure that employees create and adhere to a strict deadline for ceasing work at a particular hour every day. Additionally, it is a good practice to take periodic breaks, go for a small stroll around the house, do a quick round of exercise. This not only helps the staff members focus better but it allows them to take a break from 12 hours of working from the same spot at home.  

There are numerous benefits of working remotely and with the advances in technology working from one’s home or a remote location has never been easier. However, it is essential for the staff members to achieve a level of productivity and discipline that will help them to enjoy the work from home process.

Fedena supporting during COVID-19

Fight Coronavirus: See How Fedena is helping?

The unprecedented spread of the COVID-19 virus over the month is nothing like what the world has seen in recent times. Our hearts go out to all those who are affected by the outbreak as well as thankful to the millions of healthcare professionals and others who are working tirelessly in our communities during these times.

The pandemic has caused millions of educational institutes has to shut down to reduce the risk of the spread. But to mitigate the loss of learning some institutions are taking various actions in order to continue the teaching-learning practice. They have embarked on new technological platforms to deliver online learning programs to the students and manage their daily operations remotely.

To help your institution, Fedena has come out with multiple solutions using which the online learning, remote teaching and institute’s daily operations can be managed effortlessly.

How Fedena is helping in managing Online Classes?

During these this critical time, it is important to continue the teaching process and enable learners to get access to content from their homes. To help you with that Fedena is now offering 2 solutions using which institutes can easily conduct online classes:

Solution 1: Big Blue Button Integration

BigBlueButton integration in Fedena

Big Blue Button help institutions conduct classes online through Fedena. It can be used for distance learning and is equipped with features like screen sharing, whiteboard for presenters, video recording and more, which make it an ideal companion to take your offline learning online. 

How to Conduct Online Classes through Big Blue Button Integration? 


You need the Collaborate plugin and BBB(BigBlueButton) installed in your account and running in a server (Can contact your Fedena account manager, if you wish to use Fedena BigBlueButton Hosting Service.)

How an Admin can Create an Online Classes:
  1. Click on Menu under “Collaboration” select “Collaborate”>> New Big Blue Button Meetings
  2. Next, Add a name for the class > Select the department and choose the instructor > Select the course/Batch > Add students > Define date and time > Save.
How Student can Attend Online Classes?
  1. First, login Fedena with student’s login credentials.
  2. Next on Menu under “Collaboration” select “Collaborate”
  3. Finally, Pick the date > Go > Join.

BigBlueButton integration in Fedena

Solution 2: Zoom Integration

zoom integration in Fedena

How to Conduct Online Classes through Zoom Integration? 


Integrate Zoom application into Fedena

  • Go to Menu >> Collaboration >> Collaborate >> Servers >> New server
  • Select the server type as Zoom
  • Provide the name as Zoom or any name of your preference.
  • Update Zoom API Key, Zoom API Secret and Zoom Webhook Token

To get an API Key and API secret. Go to sign in and click Build App. Use the JWT app and copy the credentials to setup a server in Fedena.

  • Save changes.

Once the Zoom server gets set in Fedena, then you are ready to conduct online classes and meetings with parents and institute employees.   

How Teachers can create Multiple Online Classes for different course students?
  1. Go to Menu >> Collaboration >> Collaborate >> New Zoom Meeting
  2. Give a preferred name for the online class
  3. Specify the agenda, enable a waiting room if required (or else you can let participants join the meeting directly), specify the duration and school email id.
  4. Now to add Students – Select Course and Add Students (similarly to set meeting with employees, an individual can select employees by choosing department and send meeting invitation) 
  5. Finally add the date and time to schedule the classes.
How can Participants join Online classes or Meetings?
  1. Login to Fedena school instance using your id and PWD
  2. Go To Menu >> Collaboration >> Collaborate.
  3. Click on the join button against the meeting to join the meeting.

Note: The Zoom plugin works with an active Zoom account. Features may vary depending on the Zoom plan you are in.

Other Fedena Features to simplify your institution daily tasks:  

Online Admission

Virtual Enquiries and Admissions:

With the help of Online Enquiry and Admission Module, admin can keep a track on total enquiries, review the applications, manage the registration fees and hassle-free allot the batches to the qualified candidate at a click of a button.

Online assessment

Online Assessments:

The Online Exam module, test your learners by scheduling online exams with objective and subjective questions. Besides lightening the workload of faculty members, online exams help in saving a lot of time, money and paper usage.

contactless communication

Contactless Communication

Using our Mobile App for Messaging, Email and SMS services. Institution can send instant notification, targeted information to students about upcoming classroom tests, new assignments, fee dues, etc. and to parents & teachers send invites about upcoming PTA meetings.

Homework & assignment management

Assignments and Homework:  

The Assignment module is a very helpful feature for teachers as they can easily distribute homework to students with defined due dates, subject notes and attaching some resources. Once students submit the homework teacher can review it and provide feedback to students.

school finance management

Secured Finance Management:

With the Finance management module, admin can easily schedule fees , collect fees online, keep a track on paid or unpaid fees and send instant notification to parents in a single click. Additionally, manage the employees payroll and payslip error free.

For more information get in touch with our experts at or Contact us today!

remote teaching during Covid-19

Fedena Online: For Online Classes and Remote Teaching during Covid-19

Are you worried about the disruption to your academic calendar due to the Covid19 crisis?

The outbreak of coronavirus has forced millions of institutions to rapidly shift from in-person teaching to online teaching, due to which, many schools and teachers around the world are looking into how they can continue to teach their pupils remotely even if their schools need to close for a limited time.

To help your institution during this critical time, Fedena has come out with a solution using which the online learning, remote teaching and institute’s daily operations can be managed effortlessly. 

Fedena is the world’s leading college and school management software and since 2009, Fedena has been offering solutions to bring operations of institutes online: Here is how Fedena can help institution during Covid-19 crisis:

How to Conduct Online Classes in Fedena? 


Integrate Zoom application into Fedena

  • Go to Menu >> Collaboration >> Collaborate >> Servers >> New server
  • Select the server type as Zoom
  • Provide the name as Zoom or any name of your preference.
  • Update Zoom API Key, Zoom API Secret and Zoom Webhook Token

To get an API Key and API secret. Go to sign in and click Build App. Use the JWT app and copy the credentials to setup a server in Fedena.

  • Save changes.

Once the Zoom server gets set in Fedena, then you are ready to conduct online classes and meetings with parents and institute employees.   

How teachers can create multiple online classes for different course students?

  1. Go to Menu >> Collaboration >> Collaborate >> New Zoom Meeting
  2. Give a preferred name for the online class
  3. Specify the agenda, enable a waiting room if required (or else you can let participants join the meeting directly), specify the duration and school email id.
  4. Now to add Students – Select Course and Add Students (similarly to set meeting with employees, an individual can select employees by choosing department and send meeting invitation) 
  5. Finally add the date and time to schedule the classes.

How can participants join online classes or meetings?

  1. Login to Fedena school instance using your id and PWD
  2. Go To Menu >> Collaboration >> Collaborate.
  3. Click on the join button against the meeting to join the meeting.

Note: The Zoom plugin works with an active Zoom account. Features may vary depending on the Zoom plan you are in.

Other Fedena features to simplify your institution daily tasks:  

Virtual Enquiries and Admissions:


During this time, where social distancing is mandatory, applicants can easily apply for any courses just by downloading the admission form and submitting it online. With the help of Online Enquiry and Admission Module, admin can keep a track on total enquiries, review the applications, manage the registration fees and hassle-free allot the batches to the qualified candidate at a click of a button.

Online Assessments:


The Online Exam module, test your learners by scheduling online exams with objective and subjective questions. Besides lightening the workload of faculty members, online exams help in saving a lot of time, money and paper usage.

Assignments and Homework:  


To help slow spread of coronavirus, ensure regular learning with daily assignments to your students. The Assignment Module is a very helpful feature for teachers as they can easily distribute homework assignments to the students with defined due dates, subject notes and attaching some resources. Once students submit the homework teacher can review it and provide feedback to students so that their learning won’t stop.

Contactless Communication:


Keep communication between your learners and the institution flowing using our Mobile App for Messaging, as well as our Email and SMS services. As the institution can send instant notification targeted information to students about upcoming classroom tests, new assignments, fee dues, etc. and to parents & teachers send invites about upcoming PTA meetings.

For more information, get in touch with our experts today-
learning from home

Learning From Home! Ten Tips For Parents To Help Students With Learning

The corona virus pandemic and subsequent lock-down with governments ordering their citizens to maintain social isolation and to stay at home have affected people all over the world. 

For students, this essentially means a closure in school days with many schools encouraging parents to help students learn from home. 

As part of this new routine, many students are attending online classes from the comfort of their homes. Teachers too are conducting lectures through video-conferencing while many schools and educational institutes are uploading pre-recorded tutorials online. 

However, for many families grappling with setting a routine and helping their kids to learn using online resources can be a major challenge.

We bring you a few tips and guidelines to follow that will help your kids to ace the learning from home game:

1. Establish a routine

One of the many benefits of school is that it disciplines the learners by setting a routine for them to follow. This includes a set time for waking up, for snacks, a set playtime as well as time for learning an array of subjects. 

While at home, it is easy for kids to lose the discipline of a routine and hence it is imperative for parents to create a simple routine for the kids to follow. This does not have to be set in stone, but it should allow an opportunity for the kids to have a learning time, a time for free play and creativity along with a preset time for eating, sleeping and resting. 

This routine will help the kids prepare themselves for learning and will put them in the right mindset when they sit down for learning.

2. Set realistic goals for the kids

While at home, it is impossible to get kids to focus and learn for 8 hours as they do during a regular school day. Instead, parents can encourage kids to learn in small capsules of time. For instance, 20 minutes of math followed by a break and then another 20 minutes followed by some playtime. 

This not only gives the kids a break from staring at the screen nonstop, but the break in learning allows them to reflect on what they have just learnt and absorb it better. 

3. Create a learning environment

Every home is different and not every home will have the luxury of space, however, creating a disturbance free learning space for your child is a great way to encourage learning at home. This space can be a different room or the dining table – just as long as it is away from distractions like the television, the mobile etc.

4. Use a variety of learning resources

In this age of technology, for most students learning from home is an online process and hence students should be given access to laptops, smart tablets or smart phones with supervised access to the internet.

Besides these online resources, parents can also include other toys, crafts, art supplies, such as crayons, coloring books as part of their learning resources. This is especially useful for younger students. 

5. Engage with classmates and teachers

Just because your child is learning from home, it does not have to mean that they are learning in isolation. Encourage your home learner to reach out to their peers and their teachers whether it’s over phone calls, video conference or through online discussion forums. 

This not only helps in offsetting the impact physical and social distancing has on their minds but it is also gives the students an opportunity to ask questions and clear their doubts over any queries that they may have.

6. Use unconventional online resources to make learning fun

One of the best advantages of learning online is the array of online resources available to students as compared to a traditional classroom. Parents can encourage their kids to experiment with these online resources which are a fun alternative to conventional learning methods. Some of these resources are online learning games, virtual museums, interactive quizzes, podcasts and YouTube videos etc. 

7. Regular exercise to reduce stress 

Daily exercise also plays a pivotal role in helping the students learn better when at home. It helps to lower the child’s stress levels and help dispense some of that pent-up energy that kids will have- especially from staying indoors all day long. There are many well-known coaches and trainers who offer video tutorials as well as live streams of their exercise sessions for children while schools are closed.

8. Pay heed to emotional needs to the learner

While as responsible parents, we all want our kids to make the most of their time at home and stay up-to-date on all the school work, it is also important to support and reassure the child if the are feeling overwhelmed. The WHO ( World Health Organisation) recommends parents of all kids who are at home to be open and listen to their child ensuring that they comfort them if the child is feeling anxious or worried.

9. Explore new hobbies

While keeping up with the school work, students and parents can also use this time to learn hobbies such as cooking, gardening painting etc. These activities can provide great offline learning options and that can help families relax and communicate together.

10. Have fun

Learning from home does not have to be a stressful experience for the parents or the child. Coupled with ample of breaks, games and fun, learning can be made into a joy filled experience that can help fuel a lifelong desire for learning in the the student. 

Learning is not limited to a location and just because your child is on a break from school, does not have to mean that their learning should also needs to stop. For every child, their parents are their first and most important teacher who teaches them basic life skills and this is a good opportunity for parents to get actively in their child’s learning, to support them in their learning goals and build a stronger connection with them.

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.