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School management is a Herculean task. Keeping accurate records of school activities and that too while managing students can turn out to be a hot mess. There are different independent departments in a school setting, and managing all of them at once requires proper planning and administration. This is where schools and educational institutions leverage school management software.
But first, what is a school management system? From ensuring proper communication channels are laid between teachers, parents, and students to taking care of HR tasks, creating proper student reports, and maintaining records of expenses, among other things, the application of a school management system is vast. To ensure maximum efficiency and prevent any mistakes, schools are leveraging the benefits of a school management system.
A school ERP system provides a set of tools that enables the school administration to run the institution as smoothly and efficiently as possible. The system provides a roadmap to the administrators that demonstrates ingenuity, cost-savings, student improvements, and efficiency.
This ebook dictates the top benefits of the implementation and the application of school administration software.
Suppose you are the admin or owner of a school, college, or any educational institution. In that case, there is a range of school management systems that enables you to automate the entire administrative process, like admission, communication, timetable, attendance, library, transportation, fee collection, teacher management, grade book and reports, and more.
There are various advantages and disadvantages of a school management system, but here let us discuss the advantages that ensure you manage optimum levels of operational efficiency.
The importance of school management can be realized from the fact that it saves teachers’ and administrators’ precious time from regular admin work. The tool is designed to automate the majority of management tasks like time-table creation, scheduling parent-teacher meetings, laying proper communication channels between the school, students, and parents, attendance management, and more.
Moreover, the software can also generate reports that tell the school management and administration staff about where they lag, where they can save time, and improve the student experience in the process. These ERP solutions are powered by artificial intelligence that helps the school save time using efficient, pre-defined modules. This also includes online fee collection, payslip generation, and transportation management.
There are hundreds of students in a school. So communicating with each one of them and their parents is a daunting task. Previously, teachers used to jolt important events like holidays, parent-teacher meetings, result announcements, student performance reviews, etc., in student diaries. It not only consumed a lot of time but there were instances where the message never reached parents.
With a school ERP system, communication has become streamlined. Teachers and the administrative staff can communicate with parents and students with ease. With the likes of SMS, email, and voice calls, ERP systems allow schools to communicate with hundreds of parents and students all at once in real-time. These systems are complemented by mobile apps that parents can download on their smartphones.
They will receive push notifications from the school, whether it is an examination date announcement, parent-teacher meeting event, holiday announcement, school fee due notification, and more. The best part is that parents can communicate with the respective teachers of their children without needing to visit the school.
One of the most significant benefits of the school management system is human resource management. Managing students and school employees are two different things. A school administration consists of a director, principal, vice-principal, teachers, lab assistants, administrators, and other non-teaching staff like janitors, peons, caretakers, bus drivers, security guards, and more.
So, it can be difficult for the school to manage employee activities like new admission, salary distribution, leave tracking, performance management, and payslip generation, among other things. With the right ERP system in place, schools can easily take care of the HR department. These tools are AI-powered and cloud-backed. Therefore, information on employees can be retrieved within seconds. Functions like payroll can be automated, leaves and absentees can be marked, and teacher performance can be tracked for improvement.
Fee collection is an important task in school administration. However, it is the most complex as well. Managing large amounts of excel data of student fees and other charges can be daunting. Also, parents have to stand in long queues at the accounting office to pay their children’s fees.
One major application of the school management system is fee collection and management. These systems have integrated robust payment gateways that simplify the whole process of fee collection. Parents can make the fee payments from the comfort of their home with a few clicks of a button, from their desktop or even smartphone. The best is that the parents will receive notification regarding fee due and late fee so that parents don’t forget.
There are hundreds of reports available within the school ERP system that allows school administrators to make quick and effective decisions. These reports are generated from multiple modules in the school life-cycle. This includes administration, teacher performance, transportation management, time management, student performance improvement, expense management, and more. For example, a school management software records all the activities of a student, both academic and extracurricular.
From the grades, he/she/they scored on tests and exams to his/her/their performance in the cultural fest, sports activities, and overall personality, everything will be recorded. This information can be combined to get custom reporting. Teachers and parents can assess these reports to see where the child lags and where excels. This way, teachers and parents can work on the child for overall development.
Creating timetables for each class and standards can be time-consuming. A timetable needs to be efficient and ensures that students’ and teachers’ times are managed properly. With an ERP system in place, you can automate this process. You can create timetables for both students and teachers. The best part is that it can be updated within seconds. For example, if there’s a proxy, a new teacher will be assigned to the class, and that teacher will get a notification regarding which class he/she/they has to take next. Parents can also know the daily timetable of their children.
The role of school management is not just limited to managing complex administrative tasks but also ensuring the safety of students. Robust systems perfectly integrate with attendance and student tracking devices like RFID and biometric systems. This way, parents can know the whereabouts of their children in real-time.
Parents can also access the complete attendance of their children and see for themselves what classes they attended and which they missed. Most importantly, in the midst of this pandemic, the tracking devices ensure that students are logged in and taking their classes online as per the schedule. Parents can also know the location of the school bus in which their children are on the map. They will receive SMS alerts if the student skips the class or something happens during transportation.
A library is the most important part of an educational institution. It is the hub of knowledge and information. Therefore, library management becomes an imperative task in the academic process. Hundreds of books are issued to students and teachers on a daily basis.
So, tracking them is important. A school management software can help keep track of all the books that are issued and present on the library shelves. Also, if new books are needed, they can be easily added and managed with proper tracking. Barcodes can be scanned to add and manage new books. It automatically adds the book to the library management database of the software. Similarly, when a book is issued, the assigned date, to whom it is assigned, and the return date, and other information is generated. This way, librarians can easily tell which books are available for issuance and which aren’t.
Proper transportation management of the school helps in ensuring that buses are never late, the right routes are taken, proper drivers are allocated, and children are safe during transportation. An ERP solution can help with transportation management practices like route creation, driver allocation, vehicle management, and more. GPS devices can be installed in vehicles for real-time tracking. This data can be accessed by the school as well as parents. Parents can know exactly where the vehicle is in real-time using maps. If the vehicle breaks down or if there is an issue, parents will be alerted ASAP.
These are some benefits of a school management system. As you can see, it can streamline and automate the majority of school academic and administrative tasks, ensuring that teachers focus on students. It gives parents an insight into what the school is up to and how their children are performing. With changing times, schools need to adapt to technology to make processes more efficient and simpler.
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