School Management Syste

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Nchitonet Dot Com Ltd. & WIWO Enterprises Pvt. Ltd.

CONCEPT PROPOSAL

Delivering School Management Systems for 50+ Secondary Schools in

Zambia

Students Employees

Courses Tests /Exams

Admin Parents Teachers

Fees Attendance Reports

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Executive Summary

In Zambian Secondary and Tertiary Schools today, many School Mangers and Principle have been lacking

the opportunity to manage their administrative activities using technological advancements such as

Mobile Phones, Tablets, Computers and Internet. Currently it is difficult for School Mangers and

Principles to know in real time how many students are attending classes, the Parents’ contact details of

each student, or generating reports on school fee payments for each student. These are just some of the

many solutions we are providing with our Open School Management System under the partnership of

Nchitonet Dot Com Ltd of Zambia and WIWO Enterprise Pvt ltd of India. The two companies with a great

technology background have established a partnership to deliver customized School Management

Systems to Fifty-Plus (50+) Secondary Schools in Zambia by the end of 2015.

The companies intends to partner with Ministry of Education, Individual Secondary Schools, the private

and public sector institutions to name this project a success in Zambia. This is thought to contribute

positively to the development of education in Zambia as the system will give privileges to school

Administrators, Teachers, Students and Parents to send and access vital information on students and the

school activities. What is even better is that the system will be Mobile responsive which means that

users (i.e. Parents, Teachers, Students and Admin) will be able to access the system on their Mobile

phones or Tablets (like Facebook). Imagine a system that provides privilege for a parent to know which

subject a child attended on a particular day regardless of the distance and place between them.

This project will start with a pilot project in January 2015 and will involve at least five (5) schools from

Lusaka. Then a Fifty-Plus (50+) project will commence in February with first identifying fifty (50)

secondary school that could participate. The criteria for participation will be quite simple; all it will take

is for school managers to indicate their interest to participate by purchasing a System License for their

school currently going K8,500 only. A free Live Demo presentation will be done at their school to just let

a feel of the system by the Admin and Teachers. Then a customized version of Zambia Open School

System with 12 months free technical support and update will be installed on a server of their choice.

We will be looking out for the private and public sector institutions to support the schools to meet other

costs such as Training and Customization of the Open School System to meet the needs of school

managers in Zambia.

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Contents Executive Summary ....................................................................................................................................... 2

Introduction & Background .......................................................................................................................... 4

Open School Management System ............................................................................................................... 5

System Portals ........................................................................................................................................... 6

System Modules ........................................................................................................................................ 7

Delivering Open School Management System in Zambia’s Secondary Schools ......................................... 10

Time Frame ................................................................................................................................................. 12

Cost Estimates (Pilot Project) ...................................................................................................................... 14

Contact details ............................................................................................................................................ 15

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Introduction & Background Nchitonet Dot Com Ltd., is a Zambia based company that was established in 2011 with a goal of

enhancing innovation and technology in Zambia. The company has been working on developing

a market place where local users in schools, colleges and universities can find latest global

software and systems that could improve their daily operation in administration and learning.

On the other hand, WIWO Enterprise Pvt. Ltd, an Indian based company has been pioneering IT

solutions to promote Open-School Management System that could be customized to suite local

school structure that could be around for the long term.

WIWO was founded with the vision of creating Open-School, a scalable product and platform

which can be used for administration of all types of institutions including both academic and

even non-academic concerns.

Development of Open School v1.0 started back in 2010, and the first commercial release of our

software was in 2012 (version 2.0). Even after the release, our team continued to work on it,

regularly adding new features and removing bugs. In 2012 we also added the product details to

our website to show-case our product to a global audience. This was met with a lot of

enthusiasm and it helped us close many sales and helped form partnership with many

businesses located all over the world. The greatest asset of our company is the capability &

expertise that have been inculcated by the members of our core product engineering team.

They continue to make the biggest contribution as the next version of our product is being

developed.

The Open School Elite package includes:

Latest Version of Open School supporting unlimited users

Perpetual License with lifetime activation.

Initial software Implementation and setup support.

Remote Installation on a server of your choice

12 months of technical support from our team and

12 months of updates and patches, including select functional upgrades.

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Open School Management System Open-School is an integrated school management system which aims to bring much needed

simplicity to Administration of an Enterprise especially in the field of Education. To achieve this

Open-School is a flexible and scalable educational management system where every user can

discover and realize their potential to achieve overall development.

Open-school promises quick and secure flow of information and fast response times. We build,

design, develop, and deliver Open-School to help educational institutions make their work

more easy and simple. Open-School provides a platform to reach-out, share and collaborate,

which makes all the users fully involved in the education process.

Once our Enterprise software is implemented in a school, it enables all the users (School

Administrator, teachers, students, parents) to log-in to the system from any internet enabled

device and perform various activities like making leave requests, arranging PTA meetings,

publishing exam scores etc. While similar products in the market do not allow the parent and

student to login, Open-School aims to further bridge the gap between parents, students and

teachers and creates a standardized platform for meaningful collaboration to happen (even

between schools in a group).

Our Product was created to perform two main functions; namely making institution

management easier and providing guidance to the administration to help future decision

making. These functions are very important concerns for the school managements and the

government’s education bodies. While looking at our competitors, we can see that many of the

current enterprise software perform the former function, but we believe that none of them

have meaningfully addressed the later concern, thereby creating an un-met need.

Another point to note is that most of the competing products have continued to add ‘features’

to their products over the years with little regard to the end user experience, this has resulted

in a lot of products that are too complicated to be used in real life scenarios.

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System Portals

The system portal will enable School Administrators to login and perform various functions and duties. Through the Admin Portal, School Administrators will be able to ;

Recruit new Students and Teachers and create their login details

Create School Time Tables and Track Attendance of Students and School Employees

Send and Receive electronic messages to Parents, Teachers and Students Via Email and SMS integrated within the School System

Create Subject / Courses and Teachers responsible for individual tasks

Create and manage Tests / Exams and Generate Reports for students and parents

Open School System portal will enable School Teachers to login and access various privileges such as:

View own Attendance, leaves etc. and mark Student Attendance (class-teacher only).

View Timetable, and enter marks (class-teacher only) for Exams.

Send and receive messages.

View News, Events and Events calendar.

Download notices, forms etc.

View and verify own profile.

The System portal will enable Enrolled Students to login with their personal details and have access to various privileges such as:

View and verify their own profile

View and verify own profile

Send and receive messages


View Attendance, Time-table, Fee details, exam dates etc.

View and search books lent and available in the school library.

Register for and view hostel details

Open School System also has a Portal for Parents that will enable them to login with their personal details and have access to various privileges such as:

View and verify own profile and students profile

View Attendance, Time-table, Fee details, exam dates etc. of the wards

Support for multiple students (siblings) for a single parent

Send and receive messages.

View News, Events and Events calendar.


Admin

Teacher

Student

Parent

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System Modules

The system has user friendly Student Module that will enable School Administrators and other key users to do the following functions:

Admissions Dashboard and Admission Management

Create student Categories.

All Students list with default filters and custom filtering that can be saved.

Add, View and Manage student and guardian details

Generate PDF reports of Student profiles.

Open School Management System also has user friendly Employees Module that will enable School Administrators and other key users to do the following functions:

Create employees and Manage Employee details.

Employee Leaves and Leave-types management

Employee attendance management

Set subject association for trainers/teachers.

Manage and Assign employee Category, Department, Positions and Grades

Open School Management System also has user friendly Course Module that will enable

School Administrators and other key users to do the following functions:

Create and manage Courses, Batches and Subjects (including electives)

Assign Weekdays, batch start & end dates, Class-teacher etc.

Set Course-Batch-Subject associations.

Limited management of Attendance, Timetable and Exams

Open School Management System also has user friendly Free Module that will enable School

Administrators and other key users to do the following functions:

Create and manage Fee-Category and Particulars

Create Fee-Collection schedule and enter collected fees

Manage Paid and Payable fees per student, per batch etc.

Open School Management System also has user friendly Examination Module that will

enable School Administrators and other key users to do the following functions:

Create and manage Exams

Enter scores of exams

View Assessment dashboard and set grading levels

Generate PDFs of report cards.

Students

Employees

Subjects & Courses

Fees

Examination

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Open School Management System also has user friendly Attendance Module that will


Create and monitor various employee and student attendance records

Create and View the Detail and Reason for availed leaves

The System also has user friendly Timetable Module that will enable School


Set Weekdays

Set Class Timings and Breaks.

Create, generate and maintain timetable for each batch.

The System also has user friendly Reports Module that will enable School Administrators

and other key users to do the following functions:

Create Comprehensive reports per student

Generate Batch and student wise assessment/progress reports

Generate Reports for Employee and Student attendance.

The System also has user friendly Library Module that will enable School Administrators


Search and List all books

Add book details

Manage the Lending and Returning of books

Create Book-Categories and Author lists.

The System also has user friendly Hostel Module that will enable School Administrators


List and Manage Room Details

Add Hostel Details like name, address etc.

Create, Allot and Vacate Rooms

Manage Mess, Menu types, and assign cuisines to students

Manage Mess fees and sent mail for unpaid fees.

The System also has user friendly Transport Module that will enable School


Add Vehicle and Driver Details

Create Routes and Stops

Allot students to routes

Manage School-transport-fees

Manage Log of All Buses

Attendance

Timetable

Reports

Library

Hostel

Transport

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Open School Management System also has user friendly Downloads Module that will


Upload Videos, Pictures and Documents for learning content

Materials are automatically filtered by batch and course

Create File categories to further fine tune and limit the uploaded content privacy.

Open School Management System also has user friendly Import Module that will enable


Import existing Student and Employee details from Excel sheets and CSV files.

Open School Management System also has user friendly Export Module that will enable


Export the Student and Employee details from Open School toCSV Excel files.

Downloads

Import

Export

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Delivering Open School Management

System in Zambia’s Secondary Schools

The two companies (Nchitonet Dot Com Ltd., of Zambia and WIWO Enterprises Pvt. Ltd of India) will

work together in partnership with aligned Ministries and Schools to deliver automation of School

Management. In delivering a successful project of Open School Management System in 2015, the two

companies plans to do the following:

1. Implement a Pilot Project starting January 2015 that will involve at least five (5) Schools based in

Lusaka

To achieve this we will need to;

Identify at least five (5) schools preferably secondary schools that are based in Lusaka and could

be interested to have an electronic school management established for their institution.

Present a Demo of Open School System that has been designed and customized for Zambian

Schools

Confirm each School’s participation in the Pilot Project and ascertain their agreement to the

Terms and Conditions of the Open School System’s License

Gather some customizable features that school managers would like have on the system

Customize the system tailored to the needs school mangers

Launch open School Management System for each participating School

Provide startup training for managers and users

2. Monitor & Evaluate usage of Open School Management System in participating Schools of the

Pilot Project


Identify at least ten (10) key users from each participating school that will be frequently visited

and find out their challenges and progress in using open school system at their school

Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting

from the system

Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be

helped and engaged to achieve a holist usage of the system

Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and

parents) in term of trainings and acquiring necessary gadgets and materials.

3. Implementing the fifty plus (50+) License Prroject of Open School Management System in Fifty

(50) Secondary Schools of Zambia


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Identify at least fifty (50) secondary schools all over the country that could be interested in

establishing electronic management system for their schools.

Present a Demo of Open School System that has been designed and customized for Zambian

Schools

Confirm each School’s participation in the Fifty–Plus (50+) Project and ascertain their agreement

to the Terms and Conditions of the Open School System’s License

Gather some customizable features that school managers would like have on the system

Customize the system tailored to the needs school mangers

Launch the 50+ open School License Project in each of the fifty participating Schools

Provide startup training for managers and users of the open school system

4. Monitor & Evaluate usage of Open School Management System in participating Schools of the

Fifty-Plus (50+) License Project


Identify at least ten (10) key users from each participating school that will be frequently asked to

give feedback on their challenges and progress in using open school system at their school

Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting

from the system and propose methods of closing up any gaps

Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be

helped and engaged to achieve a holist usage of the system

Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and

parents) in term of trainings and acquiring necessary gadgets and materials.

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Time Frame

Task Start Date End Date 1. Implementation of a Pilot Project that will involve at least five (5) Schools based in Lusaka

1.1. Identifying of Secondary School to participate in the Pilot project 05/01/2015 16/01/2015

1.2. Presentation of Demo Open School System to participating School Managers 12/01/2015 23/01/2015

1.3. Confirmation of each School’s participation in the Pilot Project and ascertaining their agreement to the Terms and Conditions of the Open School System’s License

19/01/2015 30/01/2015

1.4. Gathering of some customizable features that school managers would like have on the system 26/01/2015 06/02/2015

1.5. Customization of the system tailored to the needs school mangers 02/02/2015 13/02/2015

1.6. Launch open School Management System for each participating School 16/02/2015 27/02/2015

1.7. Provide startup training for managers and users 23/02/2015 06/03/2015

2. Monitoring & Evaluation on the usage of Open School Management System in participating Schools of the Pilot Project

2.1. Identifying of at least ten (10) key users from each participating school that will be frequently visited and find out their challenges and progress in using open school system at their school

02/02/2015 27/02/2015

2.2. Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting from the system

02/03/2015 20/03/2015

2.3. Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be helped and engaged to achieve a holist usage of the system

16/03/2015 27/03/2015

2.4. Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and parents) in term of trainings and acquiring necessary gadgets and materials.

23/03/2015 03/04/2015

3. Implementation of the fifty plus (50+) License delivery of Open School Management System in Fifty (50) Secondary Schools of Zambia

3.1. Identifying of at least fifty (50) secondary schools all over Zambia to participate in the Fifty-Plus (50+) Open School System Project

09/02/2015 27/02/2015

3.2. Presentation of a Customized Demo Open School System to participating School Managers 23/02/2015 20/03/2015

3.3. Confirmation of each School’s participation in the Fifty–Plus (50+) Project and ascertaining their agreement to the Terms and Conditions of the Open School System’s License

23/03/2015 02/05/2015

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3.4. Gathering of some customizable features that 50+ school managers would like have on the system 04/05/2015 23/05/2015

3.5. Customization of the system tailored to the needs 50+ school mangers 25/05/2015 26/06/2015

3.6. Launching of the 50+ open School License Project in each of the fifty participating Schools 08/06/2015 25/09/2015

3.7. Providing startup trainings for managers and users in 50+ Secondary Schools in Zambia 22/06/2015 27/11/2015

4. Monitor & Evaluate usage of Open School Management System in participating Schools of the Fifty-Plus (50+) License Project

4.1. Identify at least ten (10) key users from each participating school that will be frequently asked to give feedback on their challenges and progress in using open school system at their school

22/06/2015 28/08/2015

4.2. Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting from the system and propose methods of closing up any gaps

13/07/2015 16/10/2015

4.3. Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be helped and engaged to achieve a holist usage of the system

27/07/2015 04/12/2015

4.4. Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and parents) in term of trainings and acquiring necessary gadgets and materials.

03/08/2015 18/12/2015

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Cost Estimates (Pilot Project)

The Project Budget will largely be driven with the number of schools that participate in acquiring user

licenses for their School and in the breakdown below.

Each School participating in the project will be required to purchase License of an Enterprise Open

School Management System (@ K8,500) that will be installed on server of choice

Participating Schools can have their Open School System Hosted by Nchitonet or WIWO @ K1,500

per Year

Each participating School will send at least 3 people to participate in an initial Key User Training @

K1, 500 per person or participant.

Local partners such as the Ministry of Education and the private sector could support the

customization process of Open School Zambia System @ approx. K8,000 to enable the system be

tailored to the needs school mangers

Item Description Unit Unit Cost (ZMK)

Sub Total (ZMK)

Pilot Project

Demo Presentations with each school Free 0 0

Monitoring & Evaluation Services Free 0 0

Hosting Services for each School for 12 months (optional)

5 Schools 1,500 7,500

License fee for an Enterprise Version of Open School System

5 School 8,500 42,500

Customization of Open School Zambia System 14 Days 550 7,700

Training of School Mangers and other Key Users 15 Participants 1,500 22,500

Total 80,200

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Contact details

For more information on getting started, please contact us on the following details:

Company: Nchitonet Dot Com Ltd.

Contact: Mr. Sinyangwe Tuliswensi

Address: Findeco House 16th

Floor Suite 8

P.O Box 30226, Lusaka

Email: [email protected] [email protected] Phone: +260971684431

mailto:[email protected]

mailto:[email protected]