ERP in Education

8/8/2019 ERP in Education

1/19

An ERP Solution forEducation and Training sector

Training Management System

Technology Used

About the Solution

Framework : MS DOT NET FRAMEWORK 2.0Front End : ASP.NET + C#RAD Tools : VISUAL Studio 2005, Crystal Reports 10.xWeb Server : MS IIS 6.0Database : SQL Server 2.0Source Control : VSS 6.0 DOS : Windows 2003OOAD : MS Visio

A comprehensive web based ERP solution that has incorporated the variousstandardized processes of the Education & Training sector. It provides an end to endsupport for operations, across various key groups / divisions, viz

n Course Structuring and Evaluationn Centre Operations Managementn Institutional Alliance Managementn Franchisee Centre Development & Managementn Inventory Managementn Accounting Systemn Work flow Management Systemn MIS & DSS

Overview

An ERP Solution for Education andTraining sector.

Client: A top ranking ProfessionalTraining Institute.


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System Architecture

Technology Highlights

Feature Highlights

Support, Training, Migration & Integration

t ASP.NET 2.0 best featurest Membership & Rolest Master Pagest Configuration Managementt Data Access Application Blockt Skins & Themes

t H/W Authentication

t HTTP compression for optimum performancet AJAX Version Beta 2.0

Plust Design based on Microsoft Best Practices and Patternst CMMI level 3 Software Engineering Processest End to End Microsoft Technologyt Layered Architecture with blend of MVC modelt Business logic dense in Database Layer for improved performance

t Highly integrated and parameterized system, incorporating industry standard

processes for E&T operations.t Rich web interface and Centralized Databaset Highly secure

l H/w authenticationl Role based user accessl Facility for public access to special usersl Data Authorization at Center level

t Look-up facility across the applicationt Work flow supportt e-Mail Notification supportt Supports interface to standard HR systemst Report Buildert Exhaustive MIS and DSS

Our implementation process may include data migration, integration with any existingapplications, parallel runs, onsite staff training and different flavors of support models.

UI Components

Data Access Component

Data Access Helper

Business Logic /SPsData Store

USER

Security

OperationalManagement

Communication


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Course Structuring & Evaluation

t Comprehensive format for defining Parent Course and Child-course (Variants)

and their sessions informationt Classification of Standard Courses, Combo Courses, Basic & Advanced courses,

Correspondence courses and Courses for Studies Abroadt Course Structure definitions maintained year wise with facility to copy similar

course definitions from previous year sessionst Workflow based Course Content Development and finalizationt Student feedback assessment through Mid Course & Comprehensive Course

evaluationt Defining the various Tests planned for coursest Defining the Frequently Asked Questions for students reference

Record FAQ

FAQ Search

Mid Course Evaluation Obtains enquiries from Students related to events/functions

Evaluate

User

Create Mother Course

Create Variants

Create Sessions and associate items to session

Check readiness of items for sessions

Create List of Tests to be conducted for a course

User


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Franchisee Centre Operations

Student Management

Students Registering for Study Abroad courses

Centre Accounting System

Others

t Handling student Enquiries and Follow-up

t Student Registrations

t Batch Planning for

t Faculty planning for single or multiple sessions

t Batch assignment to student with fee plan generation

t Batch Transfers within same Centre and Different Centres

t Student Enquiries, Follow-up and registrations

t Documents submission Checklist

t Monitoring Student applications to Foreign university

t VISA follow up with checklist

t Scheduling and managing Computer Based Tests

t Fee collection from student against plan

t Fee collection from Institutes for batches conducted for a Institute tie-up

t Miscellaneous Fee receipts

t Centre Miscellaneous Expensest Cancellation of receipts along with On book fee receipt cancellation

t Reporting collections & remittances to Head Quarters thru weekly centre accountstatement.

t Center specific B-school databank with any tie-up information


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Franchisee Centre Operations.....

Batch Planning Batch Creation

FPC

MRF Yellow Folder required

Personal Counselling Session

Temp. registration

F-03-01

F-03-01

Enquiry

Follow up

Registration

Batch Assignment

Student Attendance Faculty Card

Abroad Courses - Student Document(s) monitoring

Not Converted

Batch exists?

Temp.registrationrequired?

Approved?

Student Management at Centre


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CENTRE

Nodal Centre

Discount Requests

Inward Entry

Material Management

Issue Receipt

Student Batch Transfers

Fee Receipt Cancellations

Batch Cancellation requests

Postal Conversion Requests

Issue & Receipt of Materials

Issue of missed Materials

B-School Form receipt Ackn.

HQ

Material Management

Other Support Activities


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Batch Planning

Faculty Planning


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Franchisee Centre Development & Management

t Franchisee Enquiry Handling and Follow-upt Survey reports with facility in the application for maintaining photographs taken

during survey.t Maintaining Franchisee Centre Databankt Center Activation through checklist based closure of formalitiest Authorizing Courses specific to Centrest Course fee definition specific to each centre (with facility for batch settings)t Definition of slab-wise Fee Discounts and Flat Discounts that can be availed by

student as per eligibility (Early Bird Discount, Group Discount, Loyalty Discount,

Inaugural Discount, Privilege Voucher)t Definition of fee slab based Installment Differential amount that is paid additionally

when student opts for fee payment in installments.t Approval of various Request from Centres viz Material Requests, Special

Discount Requests, Special Installment Request, Batch Cancellation Requestt Daily communication & support to Centres

Franchisee Enquiry

Franchisee Enquiry Follow up

Receive Response Form

Franchisee Survey ReportFranchisee Survey - Photo

Franchisee: Business Unit Registration

Update Franchisee Data Bank

Check Formalities Completion

Activate Franchisee

Sent Achievers Pack and Response Form

YesIf eligible?

ProspectiveFranchisee

No

User

Franchisee Operations


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Franchisee Centre Development & Management.....

Define Master Information for Centre

Discount Master

Installment Differential

Zone Master

Centre Wise Course Fees

HQUser

Other Centre Support Activities

Franchisee Daily Communication

Maintain Centre Expenses incurred by HQ

Update Approved MRFHQUser

HQUser

Approve Centre Request

Discount Request

Installment Request

Batch Cancellation Request

MRF

Review & Approval Request

Send Receive

HQUser

HQUser


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Franchisee Centre Development & Management.....

Prospective Franchisee Response Form - Comfort Attributes

Prospective Franchisee Response Form - Investment Plan


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Institutional Alliance Management

t Databank of B-School, National Universities, Foreign Universities and High Schoolst Prospecting Alliances with institutes for Advertisements, Sponsorships, Application

Forms Salet Finalization of Alliance and further follow-up through invoice generation as per billing

plant Distribution and sale of Application forms sale through Franchisee Centres.t Setting annual targets for revenue through Institutional Alliancest MIS on Total revenue generated, Target achieved

HQUser

Daily Yearly Targets Finalize Target

Setting Yearly Targets for B-School alliances

HQUser

CentreUser

Receive B-School Forms

Send Weekly Forms Sale Statement

Return Unused Form

Distribute to Centres

Forms Sale

Receive Return

HQUser

Compile B-School Information Proppose Alliance Follow up

Finalize AllianceGenerate Invoice as per billing plan

Other Marketing Alliance

if offer accepted?

Yes

No


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Inventory Management

Inventory management

Procurement & work orders

Distribution of Material to Franchisee Centres

Generation of requests for General Master Material (standard basic materialdistributed every session) for various Centres at HQ

t Item definition for all categories of items (Study material, General Material,Stationary, Kits, Assembled items etc)

t Item costing with slab based rates or flat unit ratest Template definition for Study Material, General material and General Master

Material with options for setting Template cost and debit mode as 'On dispatch' or'Debit once'.

t Stock Management with facility for adjustments

t Issue and return of itemst Alerts for Reorder

t Vendor database with rate-list (unit rates, slab based or flat amount based)

t Purchase and Work Order (for Printing, binding etc) generation with facility for jobtransfers

t Vendor rate history for item' indicator during Order generation

t Management of Material received against Orders thru Inward Control System andMaterial Receipt Note generation

t Updating Stock through measurement unit conversion

t Facility for Order Closure

t Defective Items' Management

t Multiple Items Dispatches based on Pending Material Requests for variouscategories of items

t Single Item Dispatches to multiple Centres based on item availability

t Handling items returned by centre against the Head quarter Delivery Challan

t Amount for Debit to Centres auto calculated based on item or template definitionof free quantity, cost basis and re-dispatch of returned items to Centres withoutdebit along with overheads of courier charges and taxes included.

t Debit Note Revalidation & Approvals


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Inventory Management.....

Manage Item Order & Despatch

CentreUser

User

HQUser

CentreUser

Requests for Items (MRF)

Item Return

Item Order

Despatch Item (Delivery Challan)

Purchase Order Print Order Job Order

Prepare GMMRF

Update Stock

Receive Goods(Material Receipt Note)

Check Stock

Not available

Available

User

Define Kits Under Templates Manage Vendor list & Item Rates

Define Item Templates Associate Templates with Variants

Discard Items Manage Item Stocks

Other Activities


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Inventory Management.....

Item Definition

Template Definition


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Postal Student Management

t Inventory managementt Defining courses and course material for Postalt Handling Postal enquiries and registrationst Converting a Regular student to Postal.t Batch Planning with Study Material dispatch schedule for studentt Dispatch to single or multiple students as per due dates

Material Despatch for Postal Student

Student

Send Enquiry to HQ

Course Enquiry

Convert Postal Enquiry to Postal Registration

Despatch Items along with Delivery Challan

Manage Item TemplatesCentre HQ

Student


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Work Flow Management

t Search facility for all WFM elements from single point.t Facility to display active reminders all the time.t Quick create facility for accounts & contacts.t Recycle bin to view deleted data.t Work flow based task management.t Facility to set reminders against tasks.t Tasks assignment against any WFM element.t Facility for daily performance reports.t Daily notes feature for self.

t Facility to set reminders for self & others.t Complete event management including event agenda, marketing plan &

documentation.t Copy facility for events to copy documentation from existing events.t Task assignment through events.t Sharing of information through blog posts.t Central repository for document management.t Controlled access to accounts, contacts, MI & documents.t Performance monitoring reports for MI purposes.t Facility to give ideas visible to self & HQ admin.


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Head Quarters Accounting System & MIS

t Legal & Financial Formalities for activating New Franchisee Centrest Setting Yearly Targets for Centres - Revenue and Student registration figurest Summarizing weekly accounts statements from Centres and generating revenue

report with share break-up with centre.t Assessing Center performance


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Our strength in E&T domain

Client Reference*

Introduction

Operations

Spread

Credentials

s 60 person months of study and comprehension of E&T operationss Pool of domain experts with rich experience in working on similar systemss System validated by one of the Top ranking and process driven Training institutes -

PT Education & Training Services Ltd., (PTETSL) *

PT Education & Training Services Ltd., (PTETSL) is one of the key national level Traininginstitutes in India. With the education sector and its allied industries witnessing anunprecedented era of growthseemingly everlasting, PT with its present line ofoperations has ample leverage to move into various allied areas of education.

PTETSL's core competence lies in the area of System Design and Development ofvarious classroom and online courses. The specialty of PT courses is the fact that theyare extremely well-researched and innovative by nature.

PTETSL is Head Quartered at Indore in Central India and has its Franchisee TrainingCentres at more than 50 locations across India.

PTETSL is one of the many institutes that measures up to a high standard standards oftransparency, standardization and process orientation. To deliver consistently highlevels of quality in their operations, PTETSL promises a unique TDPro engine which is aculmination of distilled years of wisdom and understanding of the PT team in the E&Toperations.TDPro stands for Technology Driven Process Engine. It is the whole structure of PTthe systematic documentation & implementation of every single process followed atPT. Be it course design, course delivery, centre infrastructure, faculty selection,faculty training, website content updation, students resources management, HRoperations, marketing seminars, materials management, IPR control andmanagement, or centre administration TDpro engine is geared to add value to all ofthem.

PT Education & Training Services Ltd., (PTETSL)