ERP for campus management 1 Software for managing college / Software for managing college / institute / school ERP for campus management www.dnserp.com
Nov 18, 2014
ERP for campus management
1
Software for managing college /Software for managing college / institute / school
ERP for campus managementwww.dnserp.com
• This is an introductory presentation for you to learn about specification of a
l t t ftcomplete campus management software.• It is necessary to do the BPR (business
process reengineering) exercise before attempting to deploy ERP software.• Some expert calls it business process
redesign or change management, call g g g ,what you like, but it is important to improve the business processes before automating the same.g
• Based on experience as faculty and Director of a management institute.
• ERP for Campus management is specially designed• ERP for Campus management is specially designed for the changing needs of educational enterprise, facilitating students, faculty, library management, and alumni interaction with your establishmentand alumni interaction with your establishment.
• Traditional accounting packages are ‘Financial reports-centric’. They are primarily designed to i f t f ’ fi i linform management of a company’s financial condition long after it has conducted its business.
• Stand alone MS Excel sheets are good but lacks integration beyond a certain point.
• On the other hand, ERP adopts a day-to-day perspective. It provides strategic information and p p p gtools in ‘real-time’. When you need it the most.
ERP for CampusERP for Campus
‘ERP for campus management’ softwareERP for campus management software assists organization like universities, schools institutes etc to transfer andschools, institutes, etc. to transfer and acquire knowledge seamlessly and to track as well as record entire operationstrack as well as record entire operations of educational institutes, improving the business processesbusiness processes.
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We have Install ERP Software
islands of information, what to do?
LIBRARY
FACULTYFACULTYPLACEMENT
ADMISSIONAccounts
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Cli t / S• SERVER IS
ALWAYS ON
• ALL DATA ISClient / Server ALL DATA IS SAVED ON THE SERVER
• USER CANNOT SAVE TRANSACTIONSTRANSACTIONS ON THE LOCAL HARD DRIVE
•C:\NOT USED
SERVER COMPUTER
Department computers
Accounts
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USERS COMPUTERS ARE CALLED CLIENT PC
AccountsDirector
Student centric end to end ERPStudent-centric end-to-end ERP
ERP f d i l bli h i i i i iERP for educational establishment is an initiative to replace traditional administrative computing systems with a new tightly linked system.Th f i h ill b ff d b h ERPThe functions that will be affected by the ERP implementation shall include:− Admission, Academics, Examination, HR (Human
R ) M A i dResource ) Management, Accounting, and many other areas.
Advantage :ERP provides for an effective DSS (D i i S S ) h i(Decision Support System) to manage the entire operations and helps in taking timely decisions.
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Purpose
F ffi i t t f th t i iFor efficient management of the training institutes / colleges / universities / schools / hi l
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/ coaching classes.
ERP for campus managementwww.dnserp.com
ERP Concept for Institute management
Student MasterStudent MasterStudent Group/Division MasterStudent Subjects Master
Student Information
Faculty MasterFaculty Type MasterSubject Master
ReportsAcademics AdmissionMark Sheet
Student Marks Entry
Mark Sheet
yOtherTransactions
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ERP VisionERP Vision
Admission to PlacementERP is designed to capture end-to-end b i lbusiness cycleRight from admission process to placementprocess to placement and beyond - Alumni
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S l i f d lSeamless Integration of ERP modules
ADMISSIONVAT
STUDENT DATABASE
PLACEMENTSECURITY
Fees Management
PURCHASE& INVENTORY
ATTENDANCEAccounts PAYROLL
HR
LIBRARY
FACULTYStaff Management
ISO
ASSET MANAGEMENT
INTRANETEXAM &MARK SHEET
Vehicle Management
Multi-location
S d / R i
Automatic
E-Mail /SMS
Send / Receive data Alerts
ERP Modules
ERP gives ‘smart view’ of the organization.Authorized user can viewAuthorized user can view reports that are relevant and export instantly to MS Excel worksheet instantly.Excel worksheet instantly.MIS (Management Information System) that helps top management tohelps top management to take critical decisions.
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ERP Modules for Campus
Accounts Module.Administration Module.Ad i i M d l
Inventory Module.Library Module.Payroll ModuleAdmissions Module.
Alumni Module.Attendance Module.
Payroll Module.Placement Management Module.P h M d lE-Mail alerts Module.
Exam Module. Faculty Module.
Purchase Module.Resource matrix Module.Security Module.Faculty Module.
Fees Management Module.Intranet (on linkedin.com) Module
SMS Module. Transport / vehicle Module.
Module.
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Security ModuleSecurity ModuleMasters:Masters:
User Manager.User group master.
− ERP features:
ERP is multi user, multi tasking ERP software. Multi-level security based on User Group and User Level.
Create Login id and password for each user− Create Login id and password for each user.− Assign permissions. Map each user with menu / submenu.− Restricting user access with login and password. − Role based access & password.p− Audit trail: ERP ensures accountability of users. Work done by individual users
can be easily tracked because all transactions capture the users name automatically.Automatic Audit Trail helps top management to know who has updated Masters− Automatic Audit Trail helps top management to know who has updated Masters or transaction and when.
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MASTER DATABASESMASTER DATABASES
Create master data Update master data
Division Master Make your campus fully di i l
Student MasterSubject Master
digitalERP caters to every stakeholder in your j
Faculty MasterAccount Master
yeducation enterprise.
Account Master
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StakeholdersStakeholders
Who will benefit? Why ERP? Because:Students 1. Manual (legacy) system is
found to be cumbersome andParentsCorporate (HR / Placements)Faculty
found to be cumbersome and inadequate.
2. Specifically designed & developed for educational Faculty
Top ManagementStaff – Middle level managers
pinstitutions.
3. Real time information available when you want and
f h hg
Alumninot after the event has gone.
4. Increasing number of students is now managed professionallyprofessionally.
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WorkflowWorkflow
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STUDENT CLASS / DIVISION / SEMESTER MASTERMASTER
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STUDENT MASTER
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Address tab
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Student placement informationStudent placement information
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Attach PictureAttach Picture
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TICK CHECK BOX TO GET LISTTICK CHECK BOX TO GET LIST
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STUDENT INFORMATION REPORTSTUDENT INFORMATION REPORT
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Subject MasterSubject Master
SetupSetup subjects and specialization as per University rulesrules
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Student attendanceStudent attendance
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Faculty typeFaculty type
The new ERP softwareThe new ERP software systems are designed to centralize business
i hprocesses in what historically has been a scattered in legacy systems.
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g y y
Faculty Master – Name & contact info
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Faculty Master – Name & contact info
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Faculty Master Attach PhotoFaculty Master – Attach Photo
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FACULTY / VISITING FACULTY INFORMATIONINFORMATION
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CAPTURING TIME IN TIME OUTCAPTURING TIME IN – TIME OUT
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P ll f t ff L li ti fPayroll for staff – Leave application form
Leave Management
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HR Staff leave registerHR – Staff leave register
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Staff reporting – who is doing what?Staff reporting who is doing what?
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MIS: Faculty / staff work detailsMIS: Faculty / staff – work details
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STUDENT MARKS ENTRY FORM
STUDENT SEMESTER WISE AND DIVISION WISE MARKS
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WISE MARKS ENTRY
STUDENT MARKS ENTRY
STUDENT DUAL A AND SEMESTER MARKS ENTRY FORM
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STUDENT MARKS ENTRY
STUDENT MARKS DETAILS IN EXCELSTUDENT MARKS DETAILS IN EXCEL SHEET FORMAT
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STUDENT MARKS REPORT
STUDENT MARKS REPORTSTUDENT MARKS REPORT DETAILS IN EXCEL SHEET FORMAT
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Exam module MIS – marks report
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Students master listStudents master list
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Mark sheetMark sheet
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LIBRARY SOFTWARELIBRARY SOFTWARE
PURPOSE– The Library software helps you keep track of y p y p
books, videos and other informational resources in your office
The software can be used for small businesses and organizations and home gusers
Lib tLibrary management
Book master database− Subject wise /
th iauthor wiseStudent master databaseBook issue / receivedBook issue / received management
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Book supplier master reportBook supplier master report
Edit supplier master
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s e
New book entryNew book entry
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BookBook master report
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Pending books to be returnedPending books to be returned
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NEW BOOK ENTRYNEW BOOK ENTRY
TYPE – FICTION / NON FICTIONTYPE FICTION / NON FICTION
FORMATFORMAT
PUBLISHERPUBLISHER
SEARCHSEARCH
This function allows you to search for information in your database, using a virtually unlimited range of search criteria. You may search using any combination of the "Description", "Detail" and “Notes” fieldsThe results of your Search will be put on the Search List
SEARCH FOR BOOKSEARCH FOR BOOK
BY TYPE– FICTION / NON FICTION
BY PUBLISHER
SEARCH FOR BOOKSEARCH FOR BOOK
BY AUTHORBY VALUE
Borrower ModuleBorrower Module
Member codeName of memberAddressDate of joiningDate of joiningBooks borrow historyDate book taken / returned
BOOK ISSUE – PROCESS LOANBOOK ISSUE PROCESS LOAN
Circulation ModuleCirculation Module
IssuesRenewalsReturnsOverdue managementOverdue managementIdentification by
B d f i d– Barcode from i-card– Fingerprint
REPORT BY BORROWERREPORT BY BORROWER
Asset managementAsset management
PURCHASE& INVENTORY
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Purchase and Inventory are linked with accounts
Item master− Category wise stock management− Location master
Vendor master (supplier)Preparing Purchase Order.Purchase bill booking and paymentCreditor ledgerS k (l i i )Stock statement (location wise).
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Purchase RequisitionPurchase Requisition
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Purchase OrderPurchase Order
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Material InwardMaterial Inward
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Inventory management AssetInventory management – Asset
Stock statement –statement exported to Excel
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PAST STUDENTS MANAGEMENTPAST STUDENTS MANAGEMENT
ALUMNIMODULE
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ALUMNI MANAGEMENTALUMNI MANAGEMENT
Communication and collaboration platform. It enables past students to leverage their national as wellIt enables past students to leverage their national as well
as international reputation to create a an environment of engagement necessary to building a dynamic l i i h h l b dialumni community, that helps branding.
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Student community on the netStudent community on the net
Student community on the net will have groups as follows’Faculty and staff08-10 students batch09-11 students batch
Email id list is prepared of each member in Excel file automatically, using ERP softwareusing ERP software.
This is then ‘uploaded’ for sending ‘invitation’ to each individual to request to join. Automatic email will be received by student in their INBOXtheir INBOX.
Then, this person will have to ‘accept’ the invitation, by clicking on the accept button.
E h i t d hEach group can communicate and share.
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CLASS NOTESCLASS NOTES
Class notes are kept on the server computer with adequate security to share p q ywith studentsFaculty can give the softcopy of theFaculty can give the softcopy of the presentations or word file that is uploaded on the net to share with the studenton the net to share with the student community using Internet.
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BUS & CAR MANAGEMENTBUS & CAR MANAGEMENT
VEHICLEMODULE
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Vehicle management moduleVehicle management module
ERP integration with bus management
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Monthly fees receipt data entry
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A i b b tArea – region – suburb master
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Building master
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Student database
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Email integration – ensure communication
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Student master report – exported to Excelp p
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P ll i t ti E l t i f ti D iPayroll integration - Employee master information: e.g. Driver
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Payroll Salary sheetPayroll - Salary sheet
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Diesel / Petrol slip entry: What is fuel consumption?
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Local trips data entryLocal trips data entry
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Petrol / diesel consumption information
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Driver-wise student pickup report
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Monthly trip fees master
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MIS in ERP: Trip status registerMIS in ERP: Trip status register
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ERP for Travel and Tourist business
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BACKUPBACKUP
Last but not the leastERP provides quick b k d fbackup procedure for making a copy from the RDBMS (back-(end database) into a specific folder.
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ERP failure iERP failure source: www.cio.com
Colleges / institutes simply don't have the will, and talent to create and manage a
b irobust enterprise system. Indeed, representatives from PeopleSoft,
th t l t f th bl ltsay that a large part of the problem results from the inexperience of university IT departments and their tendency to rushdepartments and their tendency to rush implementations and inadequately test the new systems.y
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A word of caution
ERP implementations are not easy, even in very top-down corporate environments. “Commit your time”.Getting ERP to work in education organizations, which are essentially a mixture of decentralizedwhich are essentially a mixture of decentralized departments, is challenging.Users in largely autonomous departments do not gel well, to the one-size-fits-all strategy of an ERP implementation. Necessary financial commitment is absolutelyNecessary financial commitment is absolutely necessary.
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St f d USA t d C lt l h kStanford, USA - case study: Cultural shock
The hurdles Stanford and other universities face with the new ERP system are largely
lt lcultural ones.For instance, lean staffs and tight budgets at
t i it ll l d tmost university campuses usually lead to a lack of proper training and systems testing.testing.At Stanford, Livingston says that plenty of training was offered, but many users didn'ttraining was offered, but many users didn t take it.
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ConclusionConclusion
“…A smarter planet would include developing ‘interdisciplinary skill requirements for
t d t ( d B h l / ll /i tit t )students (and B-schools/colleges/institutes) to compete in a smarter world,’ and creating smarter health care smarter cities and thesmarter health care, smarter cities, and the
Information Technology necessary to transform training and education g
organizations...”
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Thank youy
Presentation byProf. Jyotindra [email protected]
E-learning site http://www.dnserp.com
Blog http://dnserp.wordpress.com
F ll T itt htt //t itt /f ll ERPFollow on Twitter http://twitter.com/followERP
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