school management software

All new features in school management software: Fedena 3.6.4

We are here with our new & super exciting release. The latest version Fedena 3.6.4 is now live and this time we have named our release Charon, after the Moon of Pluto. With this release, we are introducing an all-new customised ID Card & certificate generator module, using which an institute can create ID cards according to their institute requirements and generate various certificates such as bonafide certificate, employee experience certificate, student character certificate. Besides this can perform skill-based evaluation also add attendance in the report card. In addition to all these, manage multiple fees account & custom receipts in Finance.

This time we are dedicating this release to Dhondo Keshav Karve who was an Indian social reformer and educator noted for supporting the education of women.

Karve was born on April 18, 1858, at Sheravali in the Khed taluka of Maharashtra’s Ratnagiri district in a Chitpavan Brahmin family. He established first women’s university in Mumbai(Bombay). In honour of Karve, Queen’s Road in Mumbai (Bombay) was renamed to Maharshi Karve Road.

Karve became increasingly concerned with illiteracy among women, and on his retirement from Fergusson College, he started Shreemati Nathibai Damodar Thackersey Women’s University in 1916. He later widened his social reform efforts to include the establishment of societies for village primary education and the abolition of caste. Karve’s autobiography was entitled Atmavritta (1915). On his 100th birthday, he was awarded India’s highest honour, the Bharat Ratna (“Gem of India”).

What is new in Charon?

New Features:

Certificate Generator

Design certificate templates with the new Certificate Generator in Fedena. Create templates for students or employees with the Rich Text Editor. Use field codes to add the system data as well as custom data in the certificate. Upload backgrounds, add user photos and barcodes to customize the certificate as per requirement.

Certificates can be generated in bulk or individually for selected users.  

Certificate Generator

ID Card Generator

With the new ID Card Generator, institutions can create templates for student and employee ID cards as required. Design one side or both, add background images, barcode, include custom and system data using field codes and much more with the new ID card generator.

ID cards can be generated in bulk or individually for each user in 2 sizes – A4 Canvas or in ID card size.  Explore the steps of how to design the professional ID Card in Fedena.

ID card

Fee Accounts

If your institution groups finance transactions under various account heads, this new feature is for you. Fee categories, finance categories, and custom income categories can be grouped under a fees account. All transactions made for fee collections or income heads will be recorded against the particular fee account. Filter fee receipts and transaction reports by accounts to separate different types of transactions for easy accounting.

Fees account

Important:

* All existing transactions and any transaction without a fee account fall under a system generated – Default Account.

* If you have already recorded transactions in this academic year, it is advisable to not use this feature mid-year as only new transactions will get the fee accounts.

* Any changes made to the account of a category does not affect already created collections. Once accounts are enabled and used, it cannot be disabled later.

* Contact your support team on how this feature can be best used for you.

Fee Receipt Templates and Receipt Sets

Customize fee receipts headers and footers as required using the fee receipt templates. Receipt sets allow you to define receipt sequences that can be used for transactions under the fee category.

Design the receipt template header using the Rich Text Editor, add the header name, additional details like address, contact details, logo etc. Add footer content like payment, refund instructions in the footer area.

receipt template

Important:

* To ensure data integrity, receipt templates and sets once assigned to a fee in a year should not be changed after transactions have been recorded against it.

Subjects Center:

  • Course Subjects

The new subjects centre replaces the batch-wise manage subjects page. All subjects will now be created from the Course Subjects page. Using the Link Subjects option Course Subjects can be assigned to batches under a course. This flow improves the subject creation speed.

  • Subject Group

One or more subjects can now be grouped under a common label and shown together in the grade book reports. Under a subject group, subjects or elective groups can be added. Other properties with respect to subjects remain the same.

  • Skill Sets

If a subject is evaluated on standards rather than a single mark/grade for a subject, the new skill sets can be of help. Skill sets can contain skills and subskills. Both can have an optional formula to evaluate the overall result. The skill set as a whole can also be assigned a formula to calculate the total marks for the subject.

  • Subject Order

Subjects order can be now defined in the subject centre. This order will be reflected in the Gradebook Report Cards.

Important:

* To link existing subjects to the new mode, use ‘Connect Existing Subjects’ under Link batches.

* The manage subjects page will no longer allow the creation of new subjects. It can be used to edit existing subjects and will be deprecated in the future releases. * Changes made to a subject like changing of an assigned skillset will not affect existing subjects and exams.

Skill-based evaluation

The new skill sets can be used in gradebook exams. An exam can be made as skill-based when it is assigned to a planner. All such exams will have a skill-based mark entry mode for the subjects. Skills will be shown in all applicable report cards.

skill based evaluation

Attendance in Reports

Student Attendance data can now be shown in Gradebook Reports. It can be enabled individually for each of the 3 report cards – Exam, Term, and Planner.

In the Term and Planner reports, data can be shown for exam-(or term)wise or a consolidated value for that reporting period. Attendance data can be auto-populated from the attendance module or manually entered for each student from the manage exams page.  

attendance report

Guardian Photo

Guardian photos can now be uploaded from the student admission page.

Enhancements:

Preventing mark entry after submission

Exams can now have an optional last date of mark entry. Once this date is crossed, mark entry cannot be done by subject teachers, batch tutors and mark entry privilege users. Only mark submission option will be available.

After marks are submitted, no user is allowed to edit the marks. This ensures the data integrity of submitted marks. In order to edit any submitted marks, they will have to be unlocked for each subject from the actions button of that subject by the admin or manage gradebook privilege user.

Manual SMS for Attendance

SMS sending for Attendance can now be made manual if needs to be verified before sending. Enabling the Manual Notification option in SMS Settings stops the automatic triggering of SMS notifications for student attendance. The list of absentee students for a day can be fetched from the ‘Notification Status’ link. Notification can be sent to select students as needed.

TC font size

TC font size for the body can be set using this setting. All TC body text will take the font size. There are 6 font sizes available:

Very Large – 16px, Large – 14px, Normal – 12px, Medium – 11px Small – 10px and Very Small – 9px

New Fee Settings page

Fee settings from General settings have moved to a new page in Finance named ‘Finance Settings’. Other settings in this module have been consolidated under various heads under the new page.

Read more in the Release Notes. Liked our features? What would you like us to improve next? Gives us your feedback, we love to hear them.

 

Charon - Fedena 3.6.4

Charon – Fedena 3.6.4 Release Note

New and enhanced features in the latest release of Fedena 3.6.4

Charon - Fedena 3.6.4

About this document

This document contains information about the new and enhanced features in the latest release of Fedena. We strongly recommend that you read the entire document.

What’s new in Fedena

Here is the list of new features included with this release of Fedena 3.6.4

Feature Description User Role Module
Certificate Generator Design certificate templates with the new Certificate Generator in Fedena. Create templates for students or employees with the Rich Text Editor. Use field codes to add the system data as well as custom data in the certificate. Upload backgrounds, add user photos and barcodes to customize the certificate as per requirement.

Certificates can be generated in bulk or individually for selected users.  

Administrator, Privileged Employee Certificate Generator
ID Card Generator With the new ID Card Generator, institutions can create templates for student and employee ID cards as required. Design one side or both, add background images, barcode, include custom and system data using field codes and much more with the new ID card generator.

ID cards can be generated in bulk or individually for each user in 2 sizes – A4 Canvas or in ID card size

Administrator, Privileged Employee ID Card

Generator

Fee Accounts If your institution groups finance transactions under various account heads, this new feature is for you. Fee categories, finance categories, and custom income categories can be grouped under a fee account. All transactions made for fee collections or income heads will be recorded against the particular fee account. Filter fee receipts and transaction reports by accounts to separate different types of transactions for easy accounting.

Important:

* All existing transactions and any transaction without a fee account fall under a system generated – Default Account.

* If you have already recorded transactions in this academic year, it is advisable to not use this feature mid-year as only new transactions will get the fee accounts.

* Any changes made to the account of a category does not affect already created collections. Once accounts are enabled and used, it cannot be disabled later.

* Contact your support team on how this feature can be best used for you.

Administrator, Privileged Employee Finance
Fee Receipt Templates and Receipt Sets Customize fee receipts headers and footers as required using the fee receipt templates. Receipt sets allow you to define receipt sequences that can be used for transactions under the fee category.

Design the receipt template header using the Rich Text Editor, add the header name, additional details like address, contact details, logo etc. Add footer content like payment, refund instructions in the footer area.

Important:

* To ensure data integrity, receipt templates and sets once assigned to a fee in a year should not be changed after transactions have been recorded against it.

Administrator, Privileged Employee Finance
Subjects Center Course Subjects

The new subjects center replaces the batch-wise manage subjects page. All subjects will now be created from the Course Subjects page. Using the Link Subjects option Course Subjects can be assigned to batches under a course. This flow improves the subject creation speed.

Subject Group

One or more subjects can now be grouped under a common label and shown together in the gradebook reports. Under a subject group, subjects or elective groups can be added. Other properties with respect to subjects remain the same.

Skill Sets

If a subject is evaluated on standards rather than a single mark/grade for a subject, the new skill sets can be of help. Skill sets can contain skills and subskills. Both can have an optional formula to evaluate the overall result. The skill set as a whole can also be assigned a formula to calculate the total marks for the subject.

Subject Order

Subjects order can be now defined in the subject center. This order will be reflected in the Gradebook Report Cards.

Important:

* To link existing subjects to the new mode, use ‘Connect Existing Subjects’ under Link batches.

* The manage subjects page will no longer allow the creation of new subjects. It can be used to edit existing subjects and will be deprecated in the future releases.

* Changes made to a subject like changing of an assigned skillset will not affect existing subjects and exams.

Administrator, Privileged Employee Settings
Skill-based evaluation The new skill sets can be used in gradebook exams. An exam can be made as skill-based when it is assigned to a planner. All such exams will have a skill-based mark entry mode for the subjects. Skills will be shown in all applicable report cards. Administrator, Privileged Employee Gradebook
Attendance in Reports Student Attendance data can now be shown in Gradebook Reports. It can be enabled individually for each of the 3 report cards – Exam, Term, and Planner.

In the Term and Planner reports, data can be shown for exam-(or term)wise or a consolidated value for that reporting period. Attendance data can be auto-populated from the attendance module or manually entered for each student from the manage exams page.  

Administrator, Privileged Employee Gradebook
Guardian Photo Guardian photos can now be uploaded from the student admission page. Administrator, Privileged Employee

Student

 

What’s enhanced in Fedena

Here is the list of enhanced features included with this release of Fedena 3.6.4

Feature Description User Role Module
Preventing mark entry after submission Exams can now have an optional last date of mark entry. Once this date is crossed, mark entry cannot be done by subject teachers, batch tutors and mark entry privilege users. Only mark submission option will be available.

After marks are submitted, no user is allowed to edit the marks. This ensures the data integrity of submitted marks. In order to edit any submitted marks, they will have to be unlocked for each subject from the actions button of that subject by the admin or manage gradebook privilege user.

Administrator, Privileged Employee, Batch Tutor, Subject Teacher Gradebook
Manual SMS for Attendance SMS sending for Attendance can now be made manual if needs to be verified before sending. Enabling the Manual Notification option in SMS Settings stops the automatic triggering of SMS notifications for student attendance. The list of absentee students for a day can be fetched from the ‘Notification Status’ link. Notification can be sent to select students as needed. Administrator, Privileged Employee Attendance
TC font size TC font size for the body can be set using this setting. All TC body text will take the font size. There are 6 font sizes available:

Very Large – 16px, Large – 14px, Normal – 12px, Medium – 11px Small – 10px and Very Small – 9px

Administrator, Privileged Employee Transfer Certificate
New Fee Settings page Fee settings from General settings have moved to a new page in Finance named ‘Finance Settings’. Other settings in this module have been consolidated under various heads under the new page. Administrator, Privileged Employee Finance

 

Issues Fixed

Here is the list of issues fixed in this release of Fedena 3.6.4

API

  • Fixed an issue where the Timetable API does not return the subject name

Calendar

  • RTL style and translation issues in calendar fixed.

Custom Import

  • Fixed issue with delayed job failing for Bulk Edit.

Exam

  • Fixed 500 error in exam wise consolidated report.

Event

  • 500 error fixed arising when editing a holiday event for a department that was deleted.

Finance

  • The tax amount was not shown as a percentage of the particulars in Instant Fees.
  • Optimizations in the code to load the student fees, fee structure and student-wise fee head-wise reports.
  • Fixed an issue with Custom Words translation in particular wise discount page.

Online Payment

  • Fixed an issue in Pay all Fees where partial payment was restricted in a collection when partial payment option was disabled for Online Payment.

Timetable

  • RTL style issue with Assign/Unassign batches in timetable fixed.

Transfer Certificate

  • Style issue with certificate issue date not fitting in the same line as the label.

Settings

  • Changing Institution Type does not change does not change Course to Class.

 

school ERP system

Are school ERP system helping institutions or are they making the management more difficult?

One of the biggest benefits of using a school ERP (enterprise resource planning) is that it can reduce your costs significantly. This is, in fact, the most basic reason as to why people use a school ERP system. By using such systems in your school you can save a lot of man-hours and that in turn can help you save a whole lot of money as well. There are so many things that these systems can do such as collecting fees and taking care of admissions, which is easily the most labour-intensive work that school staff has to do. Since the entire management is happening online you are able to save a whole lot of money as well.

Checklist of how school ERP system is helping institution:

Organizing data in a much better way

With a school management system, you would be able to take care of data related to your school in a proper way and organize it a lot better. With an education ERP system, you would have a lot of ways in which you can store and organize your data in the right way. This, in turn, would help you manage such data properly as well. Since the data is managed properly you are able to access it with just one click of the mouse.  

Data security

This is also one of the major benefits that you get from a school ERP system. In these cases, the data of your school is stored on web servers and as such is in a much more secure condition compared to data that is stored in shelves and other such physical storage units. The main reason for such a statement is the fact that the data stored in such a way has a number of backups. This makes sure that the data stays secure always. You can be sure that you will not get such a facility with data stored in files and the like.

Automated administration

With school ERP software it would be possible for you to automate your school’s administration system. Normally, without such a system you have to manage your entire administration by way of a lot of manpower and there are always plenty of flaws when that happens. At times it is also not possible for you to track these flaws that easily and manage them. There is a lot of important administrative work that you need to do as a school such as collecting fees, managing books in a library, and dealing with admissions.

Management becomes quicker

With the help of the kind of software that we are talking about over here, it is possible for you to carry out various kinds of school administrative work within a much shorter span of time. All you need to do is implement these systems and see for yourself how fast things become. In fact, it can be a lot better than what you may have imagined earlier. This, in turn, helps you focus more on your principal job – providing the best possible education to the students.

Recap:  Benefits of using an online school ERP software for payroll management

Problems of school ERP system

One of the biggest problems of ERP, especially in an educational setup, is that you would never be able to measure your ROI (return on investment). If at the very least you do not get what you want from your ERP implementation you have to regard it as a failure only. If as a school you are not a profit-driven entity it can be hard for you to bear the costs of implementing an ERP system. Apart from buying the system, there are also some real costs such as implementation and planning, configuration, and customization to deal with over here.    

school ERP software for payroll management

Benefits of using an online school ERP software for payroll management

Running a school or an educational institute is not an easy feat where you are responsible for imparting education, managing students, communicating with parents and creating a conducive learning environment. To this, add the daily hassles of administration and it can be an overwhelming experience. But technology has a solution.

Today, schools all over the world are investing in a school ERP software that will be responsible for administrative tasks such as attendance management, timetable management and even payroll management

What is payroll management?

 payroll management is a system that is used by corporates and other organisations to efficiently and accurately to manage the computation, disbursement, and reporting of the employees’ salaries. It is the combination of cloud software, processes, services, other systems that help completely automate the payroll process from the gathering of timekeeping information, updating employee attendance, computation of salary and finally disbursement of salaries and payslips to the employees.

Payroll Management in Schools and Educational Institutes

Any school that has more than one employee with benefit with a school ERP software that allows for payroll management. Paying the teacher and other staff consistently and with no delays not only impacts their morale in a positive way, but it also reflects the company’s financial stability and professional attitude of the school.

Advantages of using an online school ERP software for payroll management:

Schools can handle the payroll process themselves by hiring the accountant and other experts but regardless of who they hire for the payroll, there are numerous benefits of using a school ERP payroll software.

Below are some of the benefit of using an online school ERP software for payroll management:

It Is A Time-Saving Process

Using a school ERP payroll software automates and optimise the entire payroll calculation and disbursement process that saves a significant amount of time compared to manually doing all the calculations. It considers the number of leaves taken, overtimes, and other benefits making the salary process easier than it has ever been. Once a school finalise a payroll format, the same can be saved so that there is no need to create a new format again and again manually.

There are times when smart delegation and strategic decision making can improve your business and allow you to get more done. The management of your payroll is a classic example.

Avoids Making Mistakes And Ensures An Error Free Process

Mistakes in the payroll system can be a nightmare as it not only costs the school financially, but it can also demotivate the employees and cause them to lose faith in the school.  In the worst case scenario, it can also lead to legal problems for the school. However, with the help of an online school ERP software, it helps to eliminate the risk of human error and ensures that no risks are being made.

It Is Secure And Ensures Data Confidentiality

Data security is imperative for all organisations, including in schools and educational institutes. A school ERP system protects the payroll file of the school and keeps all the personal data such as address, bank details etc. safe and secure. This confidentiality is one of the key benefits of a payroll management system as it ensures that only those with administrative rights are only provided to the appropriate users.

It Is A Cost-Effective Approach

As an owner of a school, managing costs and keeping the profits at a peak are one of your responsibilities. These profits are essential for the financial stability of the school and to upgrade the school for the benefit of the students. When the school shifts from a manual system to the online school ERP software it makes the functioning of the school more effective the and this includes an efficient payroll software system that can help schools save you large amounts of money.

Most payroll management systems are based on the cloud and this eliminates the need to invest in various hardware such as physical servers or software packages. An online school ERP software with payroll management ensures that schools do not have to invest in such hardware, or outsource the payroll calculation process or even hire more employees, thus making it a cost-effective option in the long run.

Recap: Why school ERP system is compulsory in institutes?

Faster Calculations

Calculating salaries at the end of the month, disbursing the salaries, preparing payslips and mailing them out can be a time-consuming process that is exhausting and tiring. However, the use of a school ERP system makes the process faster. The administrator can calculate salaries, prepare reports and statements with the single click of a button. This also ensures that the teachers and other staff receive their salary promptly without any delays.

There Is Easy Access To Customer Support

One of the best benefits of using an online school ERP software with payroll management ensures the school has access to an expert customer support team that can guide them on a variety of payroll related challenges. For schools that continue to rely of a manual payroll system, your previous payroll specialist, there is a lot of dependency of one single person. If that person is not available in a particular month, they the salary calculations for that month may get disrupted. However, an online payroll management system ensures that you have access to a team of experts to support you on the workings of your online school ERP software.

There are numerous benefits of using a payroll management system. As you continue to run your school, it is essential to remember that there are times when smart delegation and strategic decisions such as moving to a school ERP system can improve the functioning of your school and allow you to dedicate your resources towards teaching the students an imparting knowledge. The management of your payroll is a classic example of tasks that when delegated to an online system make the operation of your school easier than ever before.

school ERP system

Why school ERP system is compulsory in institutes?

One of the first reasons as to why you should use school ERP (enterprise resource planning) systems on a compulsory basis is to make sure that there is no communication gap between the school and the parents. It is common knowledge that when the communication is healthy it has a positive effect on the relationship as well. With school ERPs, it is actually possible for you to have that kind of communication with the parents and that too on a regular basis. Normally, it has been seen that parent-teacher meetings organized once in a while never serve the purpose that they are supposed to.

why school erp system

Better management of exams

By using a school management system you would be able to manage your examinations a lot better than what would otherwise have been possible. You should know how important exams are – they help you get a proper idea of how well your students are doing. There is nothing to deny that running an exam or a series of such exams can be quite a problematic issue as there are plenty of hassles involved in the same. It takes a lot of time and there is plenty of difficult paperwork involved as well.

Better tracking submission of fees

With a school ERP system, it becomes a lot easier for you to keep track of the fees being submitted to your institution. You should know that everything that is worthy of being learned comes at a certain cost. As far as parents and guardians are concerned submission of fees is one thing that they fear and loathe in equal measure. Apart from the fact that it is a necessary evil and hurts their pockets, for the time being, it is something that takes a lot of time and induces the maximum amount of boredom.

Managing a lot of data at a time

When you have a school ERP software system it becomes a lot easier for you to manage data related to your school and that too by a significant amount. You can be sure that no matter how much paper you use to store your school data it would never be safe enough. At the very least it would not be as safe as having the same data in web-based servers with plenty of backups to boot. This is the reason, why having all the data about your school on paper is wasteful and at the same time not at all feasible.

Maintaining attendance

The kind of system that we are talking about over here makes it really easy for you to maintain attendance related data of your students as well as your staff and management members. This is especially beneficial for the students as we all know that you take the first step towards learning by being present for your education. If you do not show up you do not learn – it is as simple as that. It also needs to be maintained in this context that regular attendance is a sign that a student is disciplined.  

Recap:  Why School ERP System is the key to an institution’s success?

Managing grade-books

This is also one of the most important tasks that you need to perform in the school and with a school ERP system, it becomes a lot easier to do it. Grades are important for the students as well since it is either a vindication or vilification of their work throughout an entire academic year. With these systems that we are talking about over here, you can design a number of exams throughout the year and maintain the grade-books properly as well. This also frees your teachers to perform their primary responsibility properly enough.

gradebook management system

Feature Update in School ERP Gradebook Management System

There is a lot of advancement and change taking place in the field of technology in the recent days. These advancements have empowered the schools to concentrate more on educating the children rather than spending time on daily operations like marking attendance, conducting examinations, managing marks and much more.

The Fedena school ERP system has come out with many modules for the schools to make their administration daily operations run smoothly and in an easier way. Just like any other release, this time Fedena has come out with many new and enhanced features in its latest release 3.6.3, some of which are in the Gradebook Module. There are 2 new features and 1 enhancement in the Gradebook module this time.

New Features:

  1. Import marks and Planner
  2. Reports centre

1.1 Import Marks

Prior to this release, Fedena did not have the option of importing marks or planner. This new feature provides the admin or privileged employee with a mechanism to  Import Marks to upload them in bulk.

To explore this, please go to Gradebook > Manage Exams > Import Marks in the Actions menu. (Refer screenshot 1)

 

Click on Download Mark Sheet to get the CSV file with the student names and subjects. Enter the marks against each subject or activity and upload the file. The Import log shows the list of imports and their status. (Refer screenshot 2)

1.2 Import Planner

This new feature is used to import an existing Planner to a different academic year.  Under the Import Planner, you can also import the Exam groups, Classes associated with that Planner and also the Report setting.

Go to Gradebook > Exam Planners > Import Planner to select the planners and details to import. Click on Import Exam Planner to finish the import. (Refer screenshot 3 & 4)

 

 

 

2. Reports Centre

This new feature helps the user to view all the reports at one place, the admin or the privileged employee can view the reports in Gradebook.

Go to Gradebook > Gradebook Reports (Refer screenshot 5)

There are 3 report divisions under Gradebook Report

  • Student Reports: View and download student-wise exam, term and planner reports.
  • Subject Reports: View and download subject-wise exam reports.
  • Consolidated Reports: View and download Exam-wise report of all subjects in a batch with details like Average marks, highest marks and student rank. (Refer screenshot 6)

Enhancements:

Enter marks privilege

In the previous version of the grade book module, only the admin was able to enter the marks for examinations. If any other employee apart from the admin wanted to enter the marks,  he had to be given the privilege to do the same. With the introduction of this enhancement, Fedena supports mark entry by the Subject teacher and the Batch tutor.

The Subject teacher can enter the marks of the subject with which he/she is associated. For example, if an employee named Mark Watson is teaching English for Grade 1 and Hindi for Grade 2, he can enter the marks and grades of English and Hindi for Grade 1 and Grade 2 respectively. There is no need to provide any additional privilege to enter the marks.

The Batch Tutor will get the privilege to enter the marks of the batch for which he is made a tutor. The batch tutor can enter the marks for all the subjects of his batch. There is no need to give him any additional privileges.

Having explained all the latest features of the module, we would personally recommend you to go ahead and explore all of them in your Fedena today.

customised school ERP system

Why School ERP System is the key to an institution’s success?

The answers lie within your school ERP system

What is a school ERP system?

A school ERP system, like Fedena, is a platform that automates the processes an institution runs on. Right from admissions processing to alumni event organisation, your school management system can ensure that your institution runs more smoothly.

A school ERP  is especially useful because it takes over multiple functions – from organising parent-teacher conferences, to fee processing and receipt generation, to setting up of study groups for discussions based on subject or learning levels, or even to ensure readily available private communication between various stakeholders.

Why do schools need one?

School ERP systems bring schools into the digital world while also making things easier for them. They help schools run more smoothly and efficiently while also reducing labour costs.

Schools are not just a simple interaction where students come in to study and then leave. They are huge institutions that need organisation and consistency to function effectively. When they do not, it is students that suffer the most as they are not given the learning environment they need to learn. It is the role of a school to set up a learning environment that enhances and aids its teachers, administrators and students in doing the best that they can.

School ERP systems can thus help students, teachers, and management achieve their full potential and do the best that they can for the ultimate stakeholder in this ecosystem – the students.

How can school ERP systems make your institution more successful?

Increased efficiency for all stakeholders

The primary job school ERP systems perform well are to take over the day to day processes and long-term processes of a school and perform them. This means that these processes, that were previously being performed by humans, are not being performed by a program. What does this mean for schools? It means more consistently successful processes are carried out. This is because humans are fallible and error-prone. Fatigue sets in. Processes rely on perfect execution on a repeated basis – a platform like a school ERP system is perfect for this endeavour.

Reduced expenditure across the board

Since a school ERP software can take over multiple processes, labour costs and ancillary costs are reduced dramatically. Earlier, one would need a department for each function of an institution, populated by multiple people as staff. There are also overhead costs – for instance, the paper on which admission forms are printed, mailing of fee receipts, the communication costs of setting up meetings, creating schedules for each student, etc. With a school ERP system, all these are now taking place in a single window – reducing the time cost and the material cost of a lot of associated items. A reduced expenditure is something every school can use in these times of budgetary cuts and funding slashes. School ERP systems are the cost-effective way to ensure success for your school.

Better communication between stakeholders

Your school ERP system will contain multiple options to communicate with all the stakeholders in your institution’s ecosystem. For example, students can have class discussions anywhere and anytime through the creation of classroom groups and student groups where ideas can be exchanged online. Parents and teachers have confidential communication about the progress of their student through private messaging options. Management can send a message out to the whole school – students and parents – using the dashboard feature to make important announcements. This reduction in time delays for communications means faster decision making and faster turnaround times – a win-win for all.

Recap: 8 school ERP system features that parents love

More tech-embracing in a digital world

We live in a digital world – this is a fact that cannot be denied. Students of any institution will also be graduating into a world that has highly driven by technology. Does it not make sense that the school they gain their education in also be tech-embracing rather than tech-averse? The use of school ERP systems is vital for building a culture that makes technology understandable and accessible to students from a young age. It also gives them a realistic idea of how things function in the real world – employees do not write letters to each other anymore to share work updates, instead, they use emails. Why should students be turning in handwritten reports, when they could be doing the same?

School ERP system

8 School ERP system features that parents love

No matter what kind of school it is or the level it is functioning at it is very important for a school to use technological tools such as school ERP systems. In most cases, schools and such other educational institutions use these systems in order to make sure that they are able to manage and run their organization a lot better than what would have been possible otherwise. At the same time, the administration also wishes to provide a better overall experience to its teachers and students. However, parents also like these systems because of certain features.

Enrollment

One of the first features that parents love in a school ERP system is enrollment. These days, it has become a common feature of all school ERP (enterprise resource planning) systems. With the help of this system, parents are able to enrol their children for the coming academic year as well. These systems come with entry tests as well as online registration forms.   

Online attendance of students

These days, the school ERP systems also come with online attendance facilities that are beneficial to the students and parents alike. In fact, these systems are designed in such a way that all authorized people can view the records and keep track of things if they wish to. Parents can also check out in a single window if their kids are going to the school on a regular basis or not. The benefit of these systems is that they get to view attendance on a real-time basis and at the same time they get informed regarding the leaves as well.

Management of fees

One of the biggest benefits of a school ERP software product is that parents always get the latest information about the fees that they need to pay for their children. They can always view the updated fee plans and thus stay informed at all times about this crucial aspect of their kids’ education. With the help of these systems they can easily take care of all the details and at the same time get notices regarding the dues that they are supposed to pay.

Getting connected to teachers

In case of most parents out there it gets really difficult to talk to the teachers about how well their kids are performing. They just do not get the time to take part in such discussions. However, with an online school ERP system, parents can easily get in touch with the students and keep an eye on their overall progress or lack of the same. These systems also allow them to get all the details of their child’s performance in different school tests and various other examinations.

School calendar

In most cases, these systems are also equipped with school calendars, where you get total information regarding how the entire academic year has been structured. Here you get details on the following and more:

  • holidays
  • events
  • assignments
  • meetings
  • lecture schedule
  • exam schedule

Scheduling meetings with teachers

Parent-teacher meetings are an important part of the communication process between the parents and the teachers. In fact, they also play a major role when it comes to determining the kind of relationship that the parents have with the school in general. With the help of these systems, parents get constant information and update about these meetings. This helps them stay prepared and attend the meetings without fail. For parents that value the education of their children, this is an important feature and it cannot be denied under any circumstances. In fact, thanks to these systems parents would come to know in case any last minute changes are made to the scheduling of these meetings.

This would also make sure that any and every kind of miscommunication can be avoided.

Recap: Does Your School Management Software Take Student’s Data Security Seriously?

Getting access to progress reports

As has been stated already, these ERP systems for schools can provide parents with all the information that they may need with respect to their children. However, the most important one among them without a shadow of a doubt is the progress report. All parents out there want to know how well their children are doing in school and the best way to gauge that is surely the progress reports. Now, with the help of these systems parents do not need to wait any longer for the yearly report card day with bated breath to know how well their kids have done. Instead, through these systems, they can keep getting such information throughout the year.

In fact, as may have been implied already in the piece, with the help of these systems the parents can also get information about how well their kids are performing in various tests and that too on a real-time basis! This also makes sure that they are able to immediately identify any and every gap in the learning of their kids and address the areas where they may be gaps in learning. This way, they are also able to arrange for help in that regard such as additional tutoring before the gap becomes a major problem as such.

Live bus tracking

This is, of course, a major benefit of the school ERP systems that we are talking about over here. These are uncertain times that we are talking about and as such, there is a consistent need among parents to be aware of the whereabouts of their kids on a regular basis. This includes all the trips they make to school and back as well as the various school trips and picnics that they take part in on a regular basis. With the help of an online school ERP system, parents can get a detailed route map of the bus that is taking their kids to school and bringing them back as well.

They also get alerts whenever their child boards the bus or gets off the same. Similarly, they would also get alerts in case the bus happens to meet with an accident or exceeds its speed limit at the time of driving.

 

             

  

 

school management software

Does Your School Management Software Take Student’s Data Security Seriously?

Essential questions to ask your school management software

For decades, school records were stored in files and cabinets, that were then kept safe under lock and key. In the present age, as schools migrate all their student information to online clouds, it is essential that educational institutes look beyond the traditional forms of data security and upgrade their systems to suit their online transformation.

But why is data security important for a school management software?

This is especially important, as, over the past few years, educators and parents all over the world have become aware of the possibility of data security breaches that may be possible in a school scenario. For instance, intruders through a remote attacker can gather a variety of personal information about the students – from their names, date of birth, performance details, exam marks, personal health information, home address etc to financial information of the parents along with the bank account details used for paying the fees. Not only students but even the personal information of the teachers and the staff can be at risk if not protected well by the online school management system.

By hacking on the unencrypted network messages, intruders could have gathered the most intimate details of the students, teachers, parents, and gain access and links to all their personal information.

To avoid this, it is important to ensure that schools protect the educational records, academic performance and all other personal information of students in their school. 

Very often parents and students lack the technical background to evaluate the security of the apps or the cloud-based online school management system used by the schools, hence, we have compiled a list of questions that parents could ask to ensure that school management software take student’s data security seriously.

1. What information should be collected?

This is one of the most important questions to ask a school about student data. While the collection of data is inevitable and essential, one should be aware of the data collected by the school management software and how this data will be used.

2. Do you have a document of policies and security guideline related to data security?

It is important that schools create a policy related to data security and that strict guidelines regarding the same are put in place.

3. Who has access to the data and information?

This is another important question to ask and find out who has access to the information related to the data and if it is essential to have access to all your information. Once reviewed you can ask for your personal data to the protected from a certain audience.

4. Is the essential data encrypted?

Encrypting data is important especially if the online school management system also stores the financial information of the students.

Encryption keeps certain data safe by changing the text into unreadable data, and thus if an errant employee or cybercriminal would get access to the system he would not have the special keys to un-encrypt the information.

5. How often are the networks monitored?

Monitoring the networks on online school management software regularly enforces rules about network routers, switches and firewalls thus ensuring that the school is mindful about network security at all time and monitors them on a regular basis.

6. Are the students taught digital citizenship?

Digital citizenship teaches children the ABC of data security and guides them on the way to navigate search engines, evaluate online sources for credibility and be aware of the information or the data that they are sharing online.

school management software

School management software to drive more ROI & better school operations

These days, all the work that we do in our home and at work – and even at the time when we are travelling – is dominated to a significant extent by various technological systems and gadgets.  The process of digitalization has changed the way we work and for the better, it must be said as well. It has brought forth a significant amount of revolution as far as our business processes are concerned. Now, in the shape of school management software, it is also making forays into the world of education.

Technology has now made it easier to have smart classrooms, made learning interactive, and also brought forward educational tools that have made learning solutions a lot better. All this has made academic institutions a lot better than what they were earlier. These days the general atmosphere is one of performance and there is high competition as well. This has made running and managing a school a lot tougher than what it was earlier. This is the reason why schools are always on the lookout for automated management solutions that help them take care of processes and operations in such a way that they gain an upper edge over others of their ilk.

Why institutes investment in school management software?

Schools these days are interested in using software for school management. The main reason as to why they wish to invest in such an ERP (enterprise resource planning) system is ROI (return on investment). This is where proper planning comes in so handy. Before a school decides whether it wishes to use a school ERP it should look at factors like what it needs from such a system and the budget it can spare for such a system. This will help it determine the kind of ROI that it would be getting from such a system. There are several cost-efficient features of these systems that make it so easy for schools to use an ERP solution.

How can school ERP system can help schools?

A school ERP can be defined as a school software product that is as integrated as it comes. It is a system that is meant to empower schools to become a lot more efficient and perform a lot better as well. When it uses an ERP solution such as this a school is able to move away from its focus from the following tasks:

  1. Maintaining reports and files physically
  2. Using manual labour for various tasks
  3. Asking teachers to perform administrative work
  4. Taking care of information pertaining to students
  5. Taking care of paperwork that would never end

It makes the system a seamless one – one where functions and processes are automated, there is time to make the optimal efforts, and also saves manual efforts.

How can an ERP solution help a school save money?

When an online school management software product is completely integrated it would definitely have features that would lead it to perform functions that are really powerful enough. They can really help you reduce costs that are actually unnecessary. An ERP solution is capable of using integrated modules. These systems normally come with separate modules for different stakeholders in a school such as the management, parents, faculty, and students. Thanks to these modules, all these stakeholders are able to gain access to critical information that would be relevant for them.

All these modules come with functionalities that are specific to each type of stakeholder. This also makes sure that the operations become a lot better than what they were earlier. This, in turn, leads to a greater overall utility for the school. Such a system also makes sure that there is a healthy level of communication and collaboration between the various stakeholders of a school. These ERP solutions make it very easy for these stakeholders to get in touch with each other by enabling instant communication.

Such a system also makes school management a lot simpler than what it would otherwise have been. In any case, schools have a lot on their plate with plenty of administrative work. By using an ERP solution schools can use the least number of its staff to perform such work. These dedicated services make it highly possible for them to save effort and time on such work. With the help of these automated systems it is possible to simplify the following processes:

  1. Registration
  2. Admission
  3. Exams
  4. Fees
  5. Students
  6. Academic management

Recap: How to build a successful school?

How to get a positive ROI from school ERP?

In order to make sure that it can get a positive ROI from its ERP it is important that schools figure out a base of components that are as intensive and structured as possible. They need to make sure that these components are properly optimized. The school needs to make a plan that outlines the general expenses incurred and income made by the school with respect to the costs incurred by the ERP solution. If a school wants to find out how best it can be served by such a situation over a period of time this is the best way ahead. It is very important that the school looks at the economic implications of an ERP solution before it comes to any conclusion in this regard as such.

With the help of a school ERP solution a school would be able to bring down various kinds of costs – administrative, installation, printing, and communication, to name a few – and that too in an effective manner. It is possible for a school to streamline its operations by using an ERP solution and this is how it can focus to a greater extent on achieving a global standard of performance and education for its students. Such a system is capable of coming up with practical, potent, and automatic solutions for the various challenges that a school management may face.

This is the way how an ERP solution makes it possible for a school to get positive ROI and this is beneficial not only for the school but for the faculty members, students, and parents as well.

             

  

Build a Successful School

How To Build a Successful School?

A strategic approach to building a successful educational institution

How to start a school?

  • Be clear in your vision

If you are going to be building the next generation of builders, doers, and thinkers, it is important that the school that educates them to have a clear vision of what they are aiming to achieve. It is not enough to say, I want to build a great school. Instead, consider what this would involve at the ground level. Question what values your school would inculcate in students, the steps it would take to reinforce this messaging for parents, teachers, and students, and what success would look like. A clear vision will give everyone a goal to drive towards – without it, all your stakeholders would be stumbling about in the dark without a concrete idea of what they wish to achieve.

  • Identify a need in the ecosystem

Schools abound on every street in our cities these days. And we know why – they are a great financial investment and a concrete way to contribute to society. In the previous point, we discussed the necessity of a clear-cut vision when setting up a school. But it is not enough to merely have lofty ideals. Instead, your school should address a need in the educational ecosystem. Identifying this need requires research – speaking to teachers, parents, and students is a good start, but it can also be helpful to review educational policy and the status quo to see how your school can add something to the field, instead of being just another school populating our streets.

  • Ensure all the formalities are complete

Setting up a school is not as simple as hanging a signboard in front of a building. Multiple legal and financial formalities must be completed in order for you to establish a bonafide school. These legal and financial guidelines were put in place to ensure that the school being established adheres to some minimal standard of operation. While it might seem like a hassle to go through the paperwork and dealing with the seemingly endless requirements, these guidelines exist for a reason. They ensure that the school is up to par with other schools, thus creating a basic standard of education in the country, and also protect the people engaging in the school – from teachers to parents to students. It is the responsibility of the management to ensure that all legalities and  other requirements have been addressed so that the school may be established clear and free.

  • Reach out to your core community

Once the vision has been established, a mission identified and all the legal and technical details have been taken care of, your school is ready to open its gates to students. But before you fling them open, consider reaching out to the communities you hope to service. These communities will be defined by the vision and mission of your school. What are you hoping to achieve? Whom will your school best benefit? What are their needs? These are all questions that must be answered in order to understand who your school is targeting. Connecting with your core community is step one to ensuring a stable and enthusiastic student body in your school.

How to improve and grow your school’s daily operations?

  • Take an active and proactive interest in your school’s daily operations

Your school has opened for business, you have a student body, teachers who are enthusiastic to educate, and a non-education staff that keeps things running smoothly – great! But even if things are running perfectly smoothly, this is not the time to rest on your laurels. Schools may start off with a bang. It might look like the machine is running just fine. But day to day, hands-on supervision and engagement is needed to build a lasting culture that reflects your school’s vision and mission. To do this, it is necessary to be hands-on and proactive in your school’s operations. Alternatively, hiring someone trustworthy to do this is also an option – but choosing this leader is a long and careful process.

  • Embrace technology for all processes

The time for mere blackboards and chalk is over – modern society needs schools that keep up with it, not archaic institutions that don’t address modern needs. A school established in this day and age needs to embrace technology everywhere it can, not fight it. Technology also makes the day to day running of a school smoother and more hassle-free. It also eliminates unnecessary financial and time waste, while reducing the burdens on humans. Technology like school ERP platforms can help make process driven school functions easy and swift. Easily implementable solutions like Fedena, for example, helps schools reduce labour costs and increase communicativeness.

Recap: Factors to consider before implementing ERP software for schools

  • Create a continual feedback loop

Feedback and iterative changes based on said feedback ensures that your school does not fall into bad habits. Creating a responsive, dynamic school that is swift to address problems and enforce positive change is necessary to establish a good working system that benefits teachers, students, and parents. The first step to this iterative process is to keep channels of communication open for every stakeholder. The people who know what is not working best are the people who deal with issues and trouble with the existing status quo. Create feedback loops where stakeholders feel comfortable approaching you about problems in a timely fashion to ensure swift redressal.

  • Excel in your hiring, training and retention

Building a talent pipeline that serves your students well is necessary to ensure their success and consequentially your school’s. Building a pipeline that helps teachers excel and grow within your school ensures that you retain the best of the best educators your community has to offer. Stories of the difference a good teacher can make in a student’s life abound, so it is a no-brainer to make this a key metric for your school’s success. Giving teachers the infrastructure and tools necessary to give their best to their students means that they will really be able to empower their students to succeed. Create an interview process that really aligns with your school’s vision and mission. Train teachers continually to ensure that they are implementing the best and most modern teaching techniques. Implement a retention system that holds onto and rewards the cream of the crop. Building a great teaching body is the first step to success.

  • Market your successes well

So you have implemented all the strategies discussed here, in addition to some other ones that you found useful. You have a thinking student body, happy and productive teachers, a non-education staff that functions without flaws. Now it is time to blow your trumpet about how well the school is doing. Rely on marketing – word of mouth and planned campaigns – to share success stories from your schools. Are you seeing superlative student results? Are your teachers winning awards for your work? Have you gone multiple days without any mishaps to handle? Share these wins with your community of parents, teachers, students and well-wishers and encourage them to share them with others. This helps build the brand of your school and soon you will see your school’s name becoming synonymous with excellence.

 

Things To Keep In Mind When Think Of Starting A School

We all have a vision to change the world and create a better world for the future generation. There are many among us who want to achieve this dream by creating a learning environment for young students that will spark their creativity and help them to learn better and build a better tomorrow.

If you are a visionary with a dream to build a school, here are a list of things to keep in mind

Location, Location, Location

Real estate agents around the world have one mantra -: Location, location, location. If you have wondered what inspires these real estate gurus to say the magic mantra thrice, the answer lies in the importance of selecting the right location. When starting your school, it is important to ensure that you choose a location that is easily accessible from the city but also is not overpopulated with schools that will be a competition to your vision. If there is already a flourishing school in the same locality as you, then ensure that you are offering a unique learning experience to help you stand out from your competition.

Legal Formalities

Opening a school in any part of the world requires the school management to seek due diligence and complete all their legal formalities. You will need to register your school with the education standard, get all the required NOC certificates and ensure that you meet all the obligatory legal guidelines

If you are opening a school in India some of the legal formalities to consider include a letter of intent to the education department stating the reason you want to start a school and how will it benefit the community at large. You will also need an environment certificate as you will be responsible for the safety of many children and lastly you will need an affiliation certificate as, without this certification, your students would not be able to attend the examination or get the benefits of its expertise curriculum

Registration of A School

According to the Indian laws, private organisations cannot open schools in India. This is to ascertain that education does not become a profit-making motive. Therefore, it is mandatory that schools must be operated by a society that has been created in accordance with the Societies Act of 1860 or by a trust that has been organised as per the Public Trust Act of individual states

Set Up A School Administration System

Setting up a school administration software will help you streamline all your daily activities so that your school will be able to function in an effective and efficient manner. A school management software will help you with your school admissions, timetable, human resource management, transport management among many other things ensuring that you do not have to worry or stress about the finer day to day activities of starting and running a school successfully.

Develop a curriculum for your school

Developing a curriculum for your school will not only serve as a guide as to the social, intellectual and emotional experience want to give your students, but it will also provide you with a roadmap as you create a learning community based on your vision. Today, there are many options to choose from – from following a state-approved curriculum or following a curriculum with a pre-set ideology such as either to Steiner Method or the Montessori method.

Developing a marketing plan

While it is important to create a curriculum for your school, it is equally essential to invest your time and financial resources in creating a marketing plan to spread awareness about your school. Depending on your budget, this may include a website, social media handles, blogs or you may even opt for billboards, TV advertisements, radio jingles etc.