With the introduction of automation and digitization in education, several managerial tasks have become automated over the years. The school ERP is the gateway to this innovation along with the school LMS. ERP systems are comprehensive software solutions created to help organizations automate and manage a variety of processes. The introduction of the School ERP has helped the education sector explore newer heights. Understanding what is School ERP is crucial to utilize its benefits to its maximum potential.
The importance of ERP for Schools
Management of a school is not an easy task. It requires coordination between different departments and there should be transparency across the management as to who is responsible for what. Traditionally this has led to a lot of confusion in the fee management process, admission management system, student and staff attendance, and so on.
ERP systems provide a solution to these challenges by integrating all the key processes and functions of a school into a single platform, thereby improving overall efficiency and reducing manual labor. Additionally, ERP systems can help schools save time, reduce costs, and provide a better experience for students, teachers, and staff.
In this article, we will offer advice to schools on how to pick the best ERP system for their requirements. We will go into detail about the following major factors:
- Assessment of the school's needs
- Features to consider in an ERP system
- Vendor evaluation
- Implementation and deployment
- Ongoing maintenance and upgrades
Following this roadmap will help schools select the best ERP system for their needs and help them reach their objectives of increasing productivity, cutting costs, and improving the experience for all stakeholders.
Choosing the Right ERP System: A Step-by-Step Guide
Here is our step-by-step guide on how to assess and choose the right ERP system to align with your goals, processes, and technology infrastructure.
How to Assess Your School's Needs
Before selecting an ERP system, it is crucial to comprehend the particular needs and requirements of your school. For example, if you are a large school with lots of students taking admission, an admission management system needs to be put in place. This entails defining your goals and objectives, identifying key processes and functions, and evaluating the current technology infrastructure.
Identifying Key Processes & Functions Where ERP is Required
Finding the critical procedures and features that the ERP system should support is the first step in comprehending the requirements of your school. This might involve managing student data, administering exams, tracking attendance, and other student admission procedures. By identifying these key processes, you can better understand the functionality you need in your ERP system and what is essential for your school's operations.
Assessing Current Technology Infrastructure
The next step is to evaluate your current digital infrastructure after you have determined your key processes. This includes any current hardware and software you're using, as well as any data structures and systems that are already in place. You can assess whether a potential ERP system is compatible with your existing systems and whether it will integrate well by being aware of your current technological setup.
Defining Goals & Objectives
Decide on your school's goals and objectives. This includes long- and short-term objectives as well as your expectations for the ERP system. For example, do you want to improve student achievement, increase efficiency, or reduce manual processes? By defining your goals and objectives, you can ensure that the ERP system aligns with your school's vision and helps you achieve your desired outcomes. Teachmint achieves all these objectives because of its well Integrated School Platform, which combines a school ERP with a school LMS and a digital content platform.
The Top 15 Features to Consider in an ERP System
You can begin comparing the different features and functionalities that are offered by ERP systems once you have a clear understanding of the needs of your school. Some of the key features to consider are described in detail below:
Fee Management Software
Teachmint’s fee management system is one of the most advanced features of the school ERP software we provide. It offers a centralized platform for managing school fees, including fee collection, receipt generation, and payment status tracking. The administration also has the option to provide discounts to deserving students and keep track of which students pay their fees monthly, bimonthly, quarterly, or yearly and manage them separately. It even offers the administration to automate the process of sending reminder SMS when the fees is due.
Student Information Management System
Teachmint offers a centralized platform for storing and managing student data which is known as the Student Information System or SIS. Along with basic information like name, birthdate, and contact information, it also includes academic data like grades and test results. It helps create a detailed profile of the student in one place so that the staff can get all the information about a student at short notice.
One of the biggest advantages of using Teachmint is that the school will have all its resources in one place. One of the most important processes regarding a school is the admission process. Teachmint’s admission management system can help automate this process immensely. It offers a very streamlined procedure for managing applications, getting in touch with candidates, and even helps schools set up a dedicated admission portal for their school.
Read More - The Need for Admission Management System in School
Teachmint takes student safety quite seriously and in relation to that has introduced the Student Transport Management System. It is a centralized platform for managing school transportation, including route management, vehicle tracking, and maintain vehicle records. The administration will have a track of how many buses are running, their live location, which students get on at which stop, how many students regularly take the school bus, and so on.
Read More - Transport Management System - All You Need to Know
Management of attendance is a crucial part of running a school because it defines the parameters of a student’s discipline and how much they understand. The tracking of student attendance and absences, as well as the management of related procedures like leave requests and approvals, is made quite simple with Teachmint. In fact, because of its integrated nature, Teachmint takes it one step further by allowing teachers to see which students are under the 75% mark and alerting them so that they do not fall under the required range.
Exam management is an integral part of running a school and managing that with software ensures there are no overlaps and overseeing them is easy. This includes exam creation, scheduling, grading, and analysis. Since the school ERP is intertwined with the school LMS, all of these processes can be automated.
Read More - Exam Management System
The school administration can manage the school library, including book tracking, issue and return using Teachmint’s Library management system. It can help the school make sure that all the books that belong to the school are returned at the right time and even has a provision to issue fines if not.
The Communication Module is one of the most important features of an ERP system. It acts as an announcement system that allows schools to communicate their message clearly to teachers, students and parents alike. The notification is sent to the respective stakeholders and the platform serves as a common ground for all communication taking place in the school.
Teachmint’s Inventory Management system is used to keep track of all the items that the school has. Everything from the light bulbs and fans in a classroom to lab equipment that the school offers is accounted for, and the number of people keeping track of all of these different items are split across different departments. This is why an inventory management system is required. School administrators can keep track of all of its assets in one place.
Human Resource Management
Assessing staff attendance and managing their leaves is as important as doing the same for students. Teachmint’s HRMS portal is ideal for this since it offers biometric authentication. This is connected to the attendance management system and so the staff attendance can be managed accordingly. It requires hardly any human involvement, and in emergency situations where the teacher cannot apply for leave themselves, the administrators can step in and do it for them. This makes the entire process smooth and transparent.
Reporting and Analytics
Insights into student progress, analysis of data, and customizable report card generation are all important aspects of education. It helps keep track of students’ academic progress in real-time on an objective level. It helps the administrators and teachers assess students and help them out where they seem to be lacking. Performance management is an integral part of student management in general, and the easier it is, the better it is to improve academic achievements.
ID Card Generator
ID cards are essential to a school ecosystem, both for students and staff alike. An ID card allows the respective stakeholder to be identified as part of the institution both inside and outside the school premises. Therefore making the process of ID card generation simple is quite important as it can save time and effort. Teachmint’s ID card generator automates the process of creating ID cards by taking information present within the school directory and putting all the essential information together in the required format to be printed out.
Also Read - Importance of ID Cards in School
Running a hostel is an important part of a school’s operations and managing it efficiently is an important priority. Attendance must be taken, wardens assigned and rooms allotted, which demands a lot of work. All of this can be automated with the help of Teachmint’s Hostel Management System. Wardens can be assigned and removed, rooms can be allotted according to current occupancy and so much more. Watch the video below to learn more about it.
Every school must have their very own dedicated website if they want to expand its operations in the long run. It is the modern face of the school and it is the first thing people search for. This is why Teachmint has come up with a Website Builder that makes building a website simpler. There is no need for coding, a trained software developer, or even design skills. There are templates to choose from, out of which the admins can choose the tone of the website and decide what goes where.
Roles and Permissions
Every administrator in the school has their own role to play, but assigning tasks needs to be done efficiently to ensure the smooth running of the school. It is therefore very important that every administrator has access to the information they require (view/manage access). This is done using Roles and Permissions.
ERP systems are available everywhere today in multiple domains, which is why choosing one that is specifically tailored to a school system is so important. Teachmint is an Integrated School Platform which combines the multiple advantages of having a school-specific ERP solution with a learning management system dedicated to the school environment. It has a digital content platform with over 520 hours of content. Seamlessly integrate your school into the future with Teachmint.