Suite# 11, 2nd Floor, Hilltop Arcade, DHA Phase IV, Karachi. Tel: …spectrumea.org/admin/MediaLibrary/School ERP....pdf · 2016. 11. 23. · Tel: 9221-35301942 | Mob: 0342-2438084

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Web: www.sea.spectrum-consultancy.com | Email: [email protected]

http://www.sea.spectrum-consultancy.com/mailto:[email protected]


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SPECTRUM CONSULTANCY SCHOOL ERP

As you are already aware, ERP is emerging as crucial aspect of Educational Institute. Future success

will hinge on promoting the Schools and reaching out at the student/parents level in increasingly

tough / competitive conditions. ST School ERP is the product that can enable and streamline the

process starting from admission of students till their Alumni and help the school to become the

leaders. The product is a Intranet and Web-based suite of applications and some of the sub systems

are: Administration Management, Student / Staff Information Management System, HR

Management, Marketing Management, Academic Management, Student / Staff Attendance

Management, Library Management, Inventory, Internal Assessment Management, Alumni

Management, online dashboard etc. ST School ERP is easy to deploy, administer and maintain. Users

find it easy to use and master that then makes their work quicker and more effective.

WHY SPECTRUM CONSULTANCY SCHOOL ERP?

Absolute control on school processes through 100 % automation

A common database that supports all applications.

A consistent look and feel throughout each module.

Command, Control and communication are made easy for management with all

departments.

Latest technology design based application.

E-enabled to facilitate information access for parents, Student, Staff, and admin.

Don’t need to install client version at client machine (direct connect to server with the using

of browser and login by secured login id)

Complete Administration/ roles based system

Zero redundancy. Secure shared and personalized web based service.

Common platform for Student, Parents, Teachers and Management.

Simple and easy to implement and maintenance free environment.

All required and customized reports

24X7 availability

Customerization



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VALUE ADDED UTILTIES Smart Card Integration.

Online payment Gateway integration.

SMS integration- Internet Gateway, Direct Mobile.

E-mailing system.

Finger Print, Biometric machine integration.

Barcode Integration.

GPS Integration.

Website Integration.

CMS Portal Integration.

Existing system integration.

Interactive class rooms.

Multimedia class rooms

EASY TO USE Management can access student’s data/ staff data/ department data/ school data from

personal login ID as per authority defined.

Customerization as per client requirement.

An effective ERP solution without any expenses for management avoiding unnecessary time

killing. • Centralized data management with zero redundancy (data duplication).

Less time consumption and 80% fast, correct, updated and without duplication data

retrieving as compared to distributed system (as already running in your school).

5-Level secured system for data handling.

Graphical report for student data, staff data, school data.

IMPLEMENTATION & TRAINING

The implementation will begin with analysis to determine the order in which we will implement the

solution at your location(s). Once the order of deployment is determined and the Analysis phase is

complete, we will design and configure the solution which will be deployed throughout your

company. The following sections provide more detail on how we will execute each of the five Sure

Step phases.



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ANALYSIS

The Analysis phase represents the official start of the implementation. This phase defines the

activities required to initiate and effectively plan the entire project. The Analysis phase is initiated

with the executive kick off meeting designed to provide executives with an overview of the project

vision, scope, objectives, key performance indicators (KPI’s) and benefits. In addition, the meeting

covers the schedule, milestone, resources, roles and responsibilities and deliverables. Kick off

meetings with similar agendas are also conducted with the internal project team and with the

customer project team members.

Following the project kickoff, the project planning team begins the finalization of the project charter

and the project plan. This is approved by the customer and forms the basis of the entire project.

The functional consultants conduct business process workshops to document and model the future

state business processes. During the Analysis phase, gathering and documenting the customer’s

business requirements is the most important set of activities that must be undertaken when

implementing E-SCOP. These requirements are documented in the Functional Requirements

Document (FRD) which is an input to the Fit Gap Workshop. The Fit Gap Workshop produces the Fit

Gap Spreadsheet which is used to determine the business requirements that are a “Fit” for the E-

SCOP, and the ones that are “Gaps” that will need customization.

A COMPLETE SCHOOL ERP After the requirements are documented, they are analyzed and reviewed

with the customer to obtain final approval. This forms the basis of the scope for the implementation.

A tollgate review is conducted at the end of the phase to ensure that milestones and deliverables

are provided per the quality standards and that any risks and issues are proactively addressed going

into the next phase.

DESIGN

The goal of the Design phase is to define how the business requirements will be implemented. The

phase includes configuration of the overall E-SCOP solution and the design of specific customizations

needed to satisfy business requirements identified during the Analysis phase. The customizations

can range from simple user interface or report modifications to complex functionality additions or

modifications. This phase also includes activities to design the integrations and interfaces and data

migration elements required to support the requirements. The Design phase builds on the previous

Analysis phase by acting on the deliverables that result from the requirements workshops conducted

for each cross phase.



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In the Design phase, non-production environments such as TEST are established to support the

system configurations and in preparation for the development effort required for integration and

interfaces, data migration, and custom code development. The establishment of these environments

is called out in the Non Production Environment Specification.

The Design phase culminates with the completion of the Functional Design Document and Technical

Design Documents.

DEVELOPMENT

The goal of the Development phase is to build and test the system components defined and

approved in the design specifications, including developing the customizations, integrations and

interfaces, and data migration processes. The major deliverables include the complete system

configuration, completion and freezing of code for customizations, integrations and interfaces, and

data migration. Other key deliverables include finalization of the Solution Design Document, and the

completion of Data Acceptance, Process and Integration Testing.

The Development phase involves ongoing project management activities to manage risks and issues,

communications, change requests and project plan updates. The deployment and knowledge

transfer plans that were initiated in the Design phase are updated. The future state business process

models is updated and finalized in this phase. The development of the training guides is completed

and presented to the customer for review.

The consulting team completes the security role setup and required configurations based upon the

design. Custom code development defined in the design specifications is also completed and tested,

as is the development effort for integration and interfaces and data migration. Upon completion of

all coding efforts, the solution design document is updated to reflect the current design.

Testing completed in this phase includes data acceptance, process, and end-to-end integration

testing to ensure that all components of the solution are working together per the design

specification. Test scripts for performance test and user acceptance test are also created and

finalized.

The infrastructure team completes and provides the customer with the Production environment

specification document, so that the customer can start the procurement process for the required

hardware and software components. Also, the setup of all non-production environments are

completed, and the environments are handed off to the customer.

Finally, all deliverables produced in this phase are checked for quality and the phase tollgate review

is conducted to ensure that the phase is completed per the quality requirements of the customer.



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DEPLOYMENT

The Deployment phase is where all the efforts of the project team come together for a successful

transition to the new E-SCOP solution. Key activities in this phase include End User Training,

Performance Testing and User Acceptance Testing, and the actual cut-over to the new production

environment.

The deployment plan that was initiated in the Design phase is finalized and approved by the

customer. This plan forms the basis of the deployment or cutover tasks that need to be well

managed before go-live.

The team performs a production environment audit and obtains final system approval from the

customer. The system is now ready for go-live and any subsequent environment changes are placed

under the change control process.

Another key activity in this phase is the knowledge transfer by the consulting team to the customer.

This is based on the knowledge transfer plan created during the Design phase which outlines the

method and timeline for knowledge transfer. As Detailed in the plan, corresponding knowledge

transfer meeting sessions with the customer are conducted to cover any items that are pending or

need further clarification.

OPERATION

The Operation phase defines the activities required to close the project, provide post production

support and transition the solution and knowledge to the customer. Key objectives of this phase

include providing post go-live support, transitioning the solution to support, performing a final

quality audit, and project closure.

The Operation phase involves the final activities required to close out the project and transition the

solution and knowledge to the customer. The Program Management team prepares the final

invoices, lessons learned, and the project closure report. The team also prepares a folder with all the

project deliverable documents with their acceptance forms. These documents are reviewed with the

customer to obtain final approval and acceptance.

The functional and technical team resources required to provide post go-live support resolve any

issues that arise out of deployment to the user base. At this point, the support teams are also

involved to resolve issues, so that the transition of the solution to the customer and support (per the

appropriate support contract) take place smoothly.



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Any remaining knowledge transfer items that were not covered during the previous phases are

completed in this phase. Upon completion of the post go-live support activities, the team completes

all necessary logistical activities and obtains final signoff on the project.

OUR SUPPOORT

ST School ERP is a well recognized and most popular and fast selling web/lan based ERP system for

schools, which can be integrated with current ERPs. ST School ERP solutions are the best of its type

of ERP and are best suited for the working of schools. It is made after extensive study of all the

departments like Admin, Accounts, Fees, Library, HR, Back Office and Marketing etc of schools and is

provided with the extract of everything, schools requires for their database handling, office

management, department management and student/staff management

STUDENT REGISTRATION

As you are already aware, ERP is emerging as crucial aspect of Educational Institute. In schools,

student registration is mainly depends upon to manage student data. But through erp ,Students can

do Online/offline Registration which makes registration easier for far located students through this

automated system.

Some Features:

Enquiry Process

Follow up and updates

Online Registration Form

Offline Registration Form

Download online data from web server on Local Network Server.

Selection Criteria setup and Selection Process execution

Filtration of student's registration data.

Remark addition

Final Registration List.

Report Generation for students on various terms.


Customerization

SMS Server Integration



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STUDENTS ADMISSION

Today, as our technology and economy grows very fast, there is also need to automate our

educational institutions because in the student admission and registration process, there is Need of

the maintenance of student personal, academic and fee related information in less time. It focuses

on storing and processing (insertion, updating) by using web pages. It also Generates student

information and will be maintained in the form of tables for auditing and maintaining the integrity of

the system. Complete Automation can eliminate paper work. And efficiently manage the data of

students (academic, personal, fee) details.

Some Features:

Master Creation

Allot Admission Number to selected students or direct admissions.

Assign test days classes wise with the ability to make question paper from the question

bank. ( MCQ's BASED TEST)

Online testing facility.

Online result production without to engage teacher in it.

Admission form Entry.

Various Reports from Student admission form data.

Facility to send SMS to parents about student.

Facility to Send Student Birthday, Parents Birthday, Anniversary SMS.

Remark addition



Customerization

SMS Server Integration.

STUDENTS INFORMATION

Education establishments mainly depend upon to manage student data. Students Reports like

Admission List, Class Wise, Area Wise, Father Profession Wise, Student Address Report, ID card,

Label Printing, Admit Card Printing Etc. Student information systems provide capabilities for entering

student records and other assessment. Through proper centralized information an institution can

make student schedules, tracking student attendance, and managing many other student-related

data needs in a school.



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Some Features: Master Creation

Personal information.

User friendly search engine for quick look-ups of information based on varied fields.

Various Reports from Student admission form data.

Students Reports like Admission List, Class Wise, Area Wise, Father Profession Wise, Student

Address Report, ID card, Label Printing, Admit Card Printing Etc.

Smart Card/RF Card/ID Card Integration.

Remark addition



Customerization

Student Search Management with report printing

Facility to send SMS to parents about student.

SMS Sending on Custom Search.

Facility to Send Student Birthday, Parents Birthday, Anniversary SMS.

SMS Server Integration

STU DENT ATTENDANCE

Our ERP system has been also developed for online attendance submission and it’s monitoring by

Teachers, Head of Departments, Dean Academic Affairs and Director. Students/Guardians also have

authority to access their child attendance. In this the teachers engaging different classes are

required to submit the attendance of the students present in their class regularly and our sms

integration also send the information to the parents, in case if their child is absent in school.


User Role Management

Master Setting like holiday master, Week Off master etc

Teacher Course wise subject Wise Setting.

Daily attendance, to absent student can send direct SMS.

Absence records including date, time and reason

Class-wise absence records

Daily absence reports for administration



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Attendance alert based on predefined threshold

Cumulative mid –semester /semester /term/year –end attendance records

Attendance reports and analysis as per requirement of administration

STAFF INFORMATION

In every school, staff has a great contribution in building the school in every perspective, so it is very

important to maintain their Record according their personal details, Educational Qualifications, Work

experience etc.


Staff Information Management.

Staff Search Management.

Record of personal details, Educational Qualifications, Work experience etc

Each staff to have individual personal dashboard

Group email/ document sending/receiving facility

Easy to use search function that allows for quick loop up of staff’s information

Staff to be grouped subject wise and official administrative post holdings wise

Every staff to be given official Personal ID.

SMS/Email Server Integration.

Staff Report like Area Wise, Experience Wise etc.

Customized reports.

STAFF ATTENDANCE

This module maintains quick and accurate recording of staff attendance. This data is integrated with

payroll and time-table modules. Employee attendances are used in payroll module to automatically

calculate the total leaves, pending leaves, working days. Various types of leaves/absents/late

comings can be marked for employees.


Define Master Like Leave Package Master, Holiday Master etc

Smart card/ RF Card/ Finger print attendance integration

Manual Punching



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Maintenance of leave records for staff

Online submission and acceptance of leave

Export attendance data to payroll

Daily absence reports for administration

Absent report export to time table

Absent reports, wing wise reports etc

Customized reports.

PAYROLL MANAGEMENT

The Payroll plays a major role in a school for several reasons. The primary mission of this erp system

in payroll department is to automate the salary according to staff leave produce pay slips for the

employees and can also make the payments to the employees if required. It also ensures that all

employees are paid accurately and timely with the correct withholdings and deductions, and to

ensure the withholdings and deductions are remitted in a timely manner.


Payroll Head Setting.

Staff wise pay scale setting.

Salary Calculation.

Pay slip, Salary Register, Salary Statement and Other Reports Printing.

Forms Printing.

Should be able to manage salary components, deduction, leave, PF, any other allowance, etc

of all the employees of the school.

Staff can access information on their salary breakups, leave categorization, leave balance

Automate processing of staff’s monthly salary

Online submission and processing (acceptance / rejection) of leave application

Generation of monthly salary slips


Customized reports



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EXAMINATION

One common fear among teachers and principals was regarding to conducting and reporting of

examinations in School whether monthly tests or midterm, half yearly or annual exams. Our ERP

system provides functionality to make monthly test papers, midterm, half term and annual

examination papers from the question bank provided by the teachers for each specific subject. Its

Layout is predefined and according to the standards of CIE.

Further it also produces answer sheet for each of the monthly test and examination paper to assist

the teachers in checking. Also enable each class teachers to put on marks for their classes upon login

so that examination report can be made.


Rights to manage question bank

Monthly test paper

Midterm, half yearly and final term examination paper

Solution of papers

Subject Master

Subject setting for each exam etc

term wise Indicator setting

Grading pattern setting

Marks Entry

Indicator entry

Remarks entry

Term wise Attendance calculation

Grade calculation

Including monthly test marks in examination report

Class wise subject list, subject wise mark sheet, etc.

FEES MANAGEMENT

This automatically calculates the pending fees, payment details, deduction and concessions, if any

applicable to the selected student & allows paying through any mode of payment as

cash/check/draft by student wise/class wise & section wise.




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Role Management

Course wise Fees Head Setting

Fees Category Management

Fees Receipt with Category

Advance receipt

Fees Receipt with preprinted stationary/ Blank Stationary.

Fees Report Like Daily Collection, Defaulter List, Head Wise Collection, Cash/Bank Statement,

Student Wise Fees Account Summary, reconciliation reports Etc

Defaulter Student Can Be Send SMS or Email

Customized Reports.

TRANSPORT MANAGEMENT

Transportation Management solution will help you in streamlines route operations that reduce

costs, Time and provide greater visibility and control over the entire process.


Advance receipt

Transport management

Route Management

Van Driver Management

Route allocation with van and driver

Customized Reports

LIBRARY MANAGEMENT

In schools, today Libraries are now looked upon as information centers, where information is

gathered, stored and disseminated to its members. The personnel at the circulation desk would,

using the barcode reader, read the barcode of the book and then the unique number would get

recorded. This could be interfaced to the printer which would generate a print out which could act

as a gate pass. The details regarding the transaction i.e. date, time of issue etc. would be recorded

by the system.


New Book Entry Form



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Fine Setting

Book Issue/Return

Book Search Management

Library Report like Author Wise, Subject Wise, Overdue Books, Shelf Wise, Etc

Catalogue of books with ISBN, Author, Title, Publisher, Number of copies of a particular

book, and any other customizable information

Librarian is provided with an interface to issue / return a book to / from a person

Online personal library account information of any user – students, teachers, principal

System alert to the user when a book is due for return or is already late

Search for book cataloging.

Various system generated reports, e.g., books due this week, late returns, etc.

Library to be able to function offline.

Bar Code Integration & Smart Card Integration


Customized Reports

INVENTORY MANAGEMENT

Our erp system also includes Inventory stock control that helps in inventory tracking and controlling

stock levels, real-time as well as batch. It proficiently deals with order entry, point-of-sale (POS)

invoicing, quotation generation, invoice generation, preparing purchase orders, dealing with

recurring invoicing, and handling multi-job service orders. The software has intelligent interfaces

that can determine when stock needs to be reordered, giving the user complete control over the

inventory cycle. This helps keep the inventory always stocked up so that the user does not lose an

order due to insufficient stock. The software can also identify and remove dying stock. It can track

sales trends over a period of time and report on expected orders.


Purchase Planning

Purchase Order

Goods Receipt Notes

Direct Goods Receipt Notes

Product Inspection

Bill of Material

Issue Slip /Return Slip

Stock Related Report Like Item Wise Stock, Bill of Material Report, Vendor Wise Report Etc

Should be able to manage all inventory of the school

Maintain a list of vendors to supply items to the school



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Allows office staff to generate purchase orders

Reports which alert the office staff of stock shortages, total purchases made during a period,

total expenditure on inventory, total outstanding payments, etc.


Customized reports

TIME TABE

Our ERP System provide school management software to automate a school's diverse operations

from classes, exams to school events calendar. This school software has a powerful online

community to bring parents, teachers and students on a common interactive platform.


Class Section Wise Subject Wise Setting

Dynamic time-table for principal, students, and teachers

Flexible architecture to cater to the needs of different Time tabling system

Teacher Wise Time Table Editing

Subject Wise Time Table Editing

Course Wise Time Table Editing

Date Wise Time Table Editing

Time Table Printing

Student/ Staff can see attendance report on web account and Local Account.

Time Table Report

Timetable to be accessible to office, students, faculty/staff.

Ability to search for available teachers, classrooms.

Intelligent system to assist in the process of time table creation.

Every semester, topic wise setting of timetable for each class and display of the same


Customized Reports

BACK OFFICE

In schools, back-office system will keep a record of the Campus sales and purchase transactions, and

update the inventory as needed. Invoices, receipts, and reports can also be produced by the back-

office system. the back office includes the administrative functions that support the trading of

securities, including record keeping, trade confirmation, trade settlement, and regulatory

compliance.



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Some Features:

Master Creation

Mail Delivery/Dispatch tracking

Document Management

Contact Information Databank Management

Pre/Post Enquiry Management

Various Record keeping for day to day transactions

Customized reports

ADMINISTRATION

The functions of the School Administration department include staffing and administrative

appointments, day-to-day operational issues of schools, the evaluation, identification, recruitment

and professional development of current and aspiring school administrators, community-based

educational supports, international students, and safe schools.

Some Features:

User Management

User Roll Management Systems (User Wise, Department Admin Wise).

Create Department Admin like Fees Admin, Library Admin, Payroll Admin, Account Admin,

Web Admin etc

Fees Admin Set the setting for fees like Due Date, Fine , Fees Category, Fees Head and can

create the user for fees management software etc

Library Admin Set the setting for library like No of Book issue to student/Staff, No of

Reservation Books/Magazine, Fine Setup, Approval for Books/ Magazine for Purchase and

can create the user with roll for library management software etc

Staff and Payroll Admin set the Payroll head, Loan Approval, Salary Date and can create the

user with roll for Staff and Payroll Management software etc

Admission Admin final selection list, Allot Roll No, Selection Parameter and can create the

user with roll for Admission Management software Etc

Exam Management Admin Set Subject Wise Course, Passing Marks and can create the user

with roll for Exam Management Software, examination papers and solutions etc

Web Admin set the event, news, gallery, Announcement on web and can create the user

with roll for Web Management etc.

General Office Admin set the Time Table, Attendance Permission, Stock reorder level, etc.



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WEBSITE INTEGRATION

Today every school wants advantage of streaming media on their Website to empower online

audiences with fast, flexible, transparent, and user-friendly access to the highest-quality public

information they can deliver.

Some Features:

User Management

Dynamic News Management

Dynamic Category wise Notice Management eg; Principal, general, personal, administrator

Dynamic Events Calendar

Homework/ Assignment Upload

Student Attendance report

Time Table

Grade Card

Date Sheet

Teachers tips

Old, New Sample Paper Upload

Category wise picture gallery

Downloads

Student guide

Profile for all users



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