SCHOOL MANAGEMENT SYSYEM

By Vaishakh Solutions

Software that redefines the school management and administration scenario

We are proud to introduce one of the most technically advanced and user friendly software for school management and administration automation. Our solution just not reduces the manual work and administration hassles, but also keeps the goodwill of your school by maintaining closer relationship with parents, students and staff. We assure that you could save at least 1000 man hours every year using our software.

Total Package
School Management Software Web application (For parents, students, teachers and administrators) IVRS (Interactive Voice Response System) SMS System Alumni Web Application

Features of the system

End to end connectivity - Complete integration and end to end automation of financial, academic, administrative and management operations. Automated applications and information tools - A variety of automated communication channels like web applications, IVRS (Interactive Voice Response System) and auto SMS that helps improve parent-school interactions and enables parents to have a complete track record on the status of their child. Simplifying operations with affordable solutions - Simple solutions with reduced manpower for various complex operations like timetable generation and exam hall planning improving efficiency and driving down costs significantly. Time saving and user-friendly solutions a single click away - Single click solutions for many of the time consuming operations like payroll, staff substitution, fee collection etc utilizing time of the administrative staff effectively. Access to information anytime, anywhere - Bringing down the communication gap in and out of the institution down to zero by providing user specific information with a single mouse click at anytime and anywhere. Quick implementation and turn around time - Smooth implementation of operations in an automated manner with minimal effort using an affordable infrastructure at your institution.

Modules and functionalities

System Administration Student Role Base Security Management, Privilege settings on view, add, edit, delete, print and export, User Creation and privilege setting, Database back up and restore Student Registration, Entrance test management , Student Admission, TC

Admission Student Management Staff Details Staff Management Time Table Fee Management Hostel Management (For boys and girls) Pharmacy Mess Management School Store Payroll Library Management Clubs Transportation Management Examination Management Accounts Asset Management Budget

Details, Previous history management, Student Id Card generation Class Register, Daily Attendance, Extra curricular activities, Discipline and conduct tracking, Student Performance Consolidated Reports, TC Management Staff Details, Staff Qualification, Staff Experience, Staff Extra responsibilities, Staff Certificate Management, EPF, PAN, Bank A/C etc Defining leaves, Staff Attendance, Staff Leave History, Staff complaints, Biometrics Attendance Flexible Timetable creation and modification, Acting work (Staff Substitution on leave), Staff Time Table, Student Time Table Fee Structure, Fee Exceptions, Fee Discounts / Scholarship, Extra Fees, Late payment fine, Advance fee collection and adjustments, Single Window Fee Collection(Cash, Cheque and DD), Fee Due Tracking, Fee Receipts, Fee Refund, Receipts Cancellations, Fee collection record tracking for each user Hostel Admission, Room Allotment, Study Time Management, Hostel calendar, Hostel Attendance, Student expenditure management, Hostlers Discipline and conduct tracking, Discount calculation for long leave and Vacations Students Case Sheet, General checkup reports, Medicine inventory Mess inventory management, Purchase tracking, Stock management, Menu management, Food quality feedback Store inventory, Class Pack Creation, Class Pack Sales, Store Accounts Salary Heads, EPF Management, Salary Advance, Payroll calculation, Salary Payment (Cash and Bank), Statutory Reports and forms Membership Management, Book Inventory, Book issue and return, Book Tracking Club Creation, Club Fee, Club Membership, Club Reports Vehicle Management, Bus fee management, Students and Trip Management, Vehicle Staff Management, Tax and insurance management Exam Register Number generation, Exam Scheduling, Exam room arrangement, Mark List, Student Promotion, Students Performance Analysis, Staff Performance Analysis Cash Book, Bank Book, Payment and receipts, Ledger, P&L , Trial Balance, Balance Sheet Integrated with all other modules Asset Inventory, Asset Sales, Depreciation calculation, Damage calculation Purchase Estimate, Cash Estimate

Reports for parents in school web application

Student Attendance Report Student Mark list Rank List of all classes Mark comparison and analysis report Monthly School Calendar Monthly Exam Schedule Bus routes with stops PTA meeting schedule Notices by school management School News School Result Achievements in Arts and Sports Complaints and appreciations by teachers and administrators Medical checkup reports BMI reports Hostel Calendar Daily Hostel Menu Hostel Attendance Complaints and Appreciations by hostel warden and study masters Hostel Mess Bill and other expenses Parents could convey their suggestions to management via website.

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Management could reply to each suggestions, if valid

23. Parents can download digital pictures of their children participating in any
special functions, Arts or Sports from photo gallery published by school

24. Students can publish their articles, poems, short stories, paintings etc. in Online
School Magazine to develop their creative talents. Sample web site: www.dpmschools.com. (Click the Guest button to view the sample reports)

Reports for parents in school SMS application

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Daily attendance Mark details Top three marks Fee due details Announcements General greetings School result Admission result Automatic birthday greetings BMI (Body Mass Index) report Fee payment confirmation

Reports for parents in school IVRS (Interactive Voice Response System) application
(IVRS is a system that works with a normal telephone. When a user dials to an IVRS number it would automatically give information as per the user inputs. For example when a parent dials, IVRS will ask for his / her options like - dial one for marks, dial two for attendance dial three for fee details etc.) 1. School notices 2. Announcements 3. Mark details 4. Rank list 5. Attendance details 6. Fee due details 7. Hostel Menu 8. Complaints about a student 9. Appreciations about a student 10.School results 11.School entrance results

Alumni Web Application

Web application for alumni will enable schools to keep close relationship with all the students passing out. When a batch of students passes out, the school could add all those students as alumni members on the web site, providing all information about their schooldays automatically. This website will be one of the most cherished places for each student in their life time.

Facilities
1. Members - Old School Photographs
2. Mark of term test and revision test 3. Teachers appreciations 4. Students achievements 5. Members could update their current address

6. Members could update their current job/study details

7. Discussion form 8. Members could publish their articles / other creativities 9. Members could receive the alumni news 10. Members could give messages / suggestions to the school and get acknowledged 11. Name, year of study and current working place can be viewed by for all the students at anytime.

Case study of Veveaham Higher Secondary School, Dharapuram, Tirupur district

Secretary Established in Total student strength Number of hostlers Number of teaching staff Number of non teaching staff Number of class sections Mr.K.Boopathi 2004 3000 1500 175 125 70

Student Admission management using the system

More than 1200 students attend the entrance test every year. Sales of application form, billing, entrance registration and keying in the details of students could be done simultaneously with the system. Filtering the students is very simple and easy using the system. The entrance results are transferred via the website, SMS and IVRS. The results made available through website (www.dpmschools.com), SMS and IVRS, includes details such as fee payment, joining date and book distribution date etc Those who are selected come to the school on the scheduled time with the fee specified in the details sent through the above channels.

With this automated system the whole admission process was turned smooth and error free!! Time Table management using the system
The school has classes from 6 to12, 175 teachers and more than 70 sections. Manual time table framing for such a case, may take many weeks with the effort of several staff members. With our system a single person completes the job in one and a half days with absolutely no help from others. Another big issue faced was - Need of frequent change in the Timetable due to staff turnover, long leave etc. With our system in place, whenever such situation arises, this could be done in few minutes with minimal changes in Timetable of other classes.

Management of Fee Collection using the system

Every month on hostel visitors day, about six hundred parents visits to pay the fee. Fee collection time is from 2O clock to 5O clock. With this software: Now, within this short time all the parents pays their feess and receives their computerized receipts and by 6O clock office staffs closes the account by preparing all the accounts notes and clearing of the cashes and cheques The school has many other hassles like scholarship, individual discounts, advance fee payment by parents, extra fees like medical fee, club fee, store fee, mess fee, deduction for absentees etc. related to fee collection. The school is now enabled to do any kind of adjustments related to fee collection with no extra effort using the system. Parents are able to know their fee details from website, SMS and IVRS which avoids any need of manual effort to follow up for the fee payment.

Examination scheduling and management using the system

All exam related activities like exam scheduling, hall and seating arrangement, mark list preparation are done using the system. Immediately after the evaluation of each examination the marks are send to the parents by SMS which could also be published through IVRS and website. A detailed analysis of student and staff performance is also done using the system for further improvement. Student Performance Management using the system When a student or parent comes to meet the school authorities, all details can be furnished before the parent by a single click of the mouse, which includes his academic performance analysis, extra curricular achievements, discipline, attendance etc. This also permits them to manage meetings effectively without depending on any of the teaching or non teaching staff. All details regarding academic, non academic and discipline are sent to the parents by SMS and by publishing the same on the website and IVRS.

Staff Management using the system

Staff attendance using biometrics, leave entry and assigning substitution work are completed now everyday, with in just few minutes and absolutely with no complaints from any of the staff members.

Payroll Management using the system

On the salary date, with a single mouse click on the salary calculation screen, the in charge is now able to view and receive a complete salary statement with leave cuttings, late joining deduction, early relieving deduction, salary advance deduction and EPF deduction. Within two hours they are able to complete the salary distribution and close the accounts. With a single mouse click, the system will record all the transactions related to the salary payment in to the accounts.

Hostel Management using the system

With strength of 1100 boys and 400 girls, managing the hostel is a huge and highly challenging task. But now, with the current system, the school manages its hostels smoothly and with no complaints

Mess Management using the system

Comparison reports of those present and absent in school and hostel, and even tracing the students who skips the study time is now done in a very easy manner Maintaining individual health record and special requirements are also being done very effectively Preparation and supply of high quality food for more than 1700 people including staff and day scholars is a non easy task. Maintaining the inventory and tracking the usage, wastage, and the quality with which it is done is really challenging. Now, the school is does it with maximum efficiency - minimal effort by just using our system. In order to satisfy the quality metrics, they evaluate the feed back on the quality of the food and track the usage and wastage on a daily basis with absolutely no hassle. All reports related to the accounts and stock keeping is submitted at the time of the board meeting every month.

Transportation Management using the system

Fifteen buses take trips around 40 km radius of the school and carry about 1000 students to and from the school. Many buses are also employed for multiple trips. Admission, change of stops, tracking trips and students are managed smoothly without any complaints from parents and students just with this automated transportation management in place.

Accounts Management using the system

The transactions which include fee collection of 3000 students, salary payment for 300 staff members every month, expenditure of hostel with 1500 students, a lot of other expenses, advances and loans, sums up to a substantial amount and requires a lot of effort and attention from both management and staff to make it accurate and effective. With this software, even without qualified personnel in accounting, the staffs are very much able to handle the accounts with out almost any effort and keep every record up to date at every point in time.

Web

Every day more than 350 parents or relatives visit the school website. Despite the fact that the school is in a rural area, this is a very positive number. The reason of interest is that they are able access more than 30 reports about their children; newss and notices, up to date general information, photo gallery and have the facility to communicate with the management via the web site.

SMS
Every day at 11.30 the school sends a message to the parents of all absentees. Every evening the school sends the latest mark list to the parents. Notices, Greetings and Fee reminders are sent time to time. Apart from this, parents can also send SMS queries and receive answers on questions and concerns about 20 different types of information categories.

IVRS

Parents have shown a keen interest to collect their required information via IVRS. They have been collecting the information on marks, attendance, discipline, hostel menu and fee balance from IVRS. In a year the school has received about hundred thousand calls on the IVRS.

Feedback from the secretary, Veveaham Higher Secondary School, Dharapuram

1. Why did you select School Management System by Vaishakh Solutions for your institution?

It covers a wide spectrum of applications catering to school requirements. That means all the areas relevant to school administration and its management have been thoroughly considered while the software was developed.

2. What improvements do you experience after implementing School Management System by Vaishakh Solutions in your institution?
Total administration in school management has become easy. More accuracy in handling day-today activities. Collection of fees becomes easier, faster and more accurate. The capability to analyze each student individually adds to the reputation of the school among parents. For any number of students, our administrators are able to furnish all the details by a single click of the mouse. Support for Account Management has been immensely appreciated by our office staff. Their work load has declined substantially after the implementation of the system.

3. How do you differentiate School Management System by Vaishakh Solutions from other softwares you have evaluated earlier?

Requires Minimum level data entry. Have maximum report options. Require less man power. Extremely user friendly. System administrator need not be necessarily an IT person. Graduate of any discipline can manage and operate the system with ease. Integrated solutions and functions reduce replication of work. Long term service with proper AMC, which is seen lagging in other softwares.

4. When we speak of a mark oriented environment, do you believe the School Management System by Vaishakh Solutions is a helpful tool to achieve the goal of high mark scoring?

Yes, substantial mark reporting and mark analysis tools help in achieving high marks. Marks reports shown/sent to parents immediately after the exams are over, makes the parent take special care and provide better guidance to help the student achieve high scores.

Mark analysis like failed in 1, 2, 3, 4 and 5 subject, average mark of the whole class, highest and lowest three marks in the subject/ class helps to assess the students as well as teachers performance. Domains where there is a lapse or lacking could be soon identified and remedial measures can be taken in the right direction.

5. Which are the areas you could save time significantly after implementing School Management System by Vaishakh Solutions?
Time o o o o o o o o o o o saving areas: School admission Mark analysis Fee collection Account entries and their reports Hostel management Parents meeting Students performance analysis Teachers management Time table generation Substitution for leave availed teachers Exam hall allotment and many others

Advantages 1. Easy to get reports of multiple institutions from any one place. 2. More than hundred and twenty reports that can be filtered with multiple conditions 3. Ready to use and time tested, so quick implementation. 4. Role based security to prevent the unauthenticated use of the software. 5. 100 percent error rectification and software supports can be done over internet. 6. Anybody with basic working knowledge of computer can operate the system. Technical Advantages:

1. It will run any normal PC, no need of special infrastructure. 2. It is not going to be replaced by any new technology in the future. 3. Support for network up to ANY number of computers

4. Support for all type of printers 5. Support for all kind of devices that can be attached with a computer like scanner, card readers, Biometrics fingerprint reader, digital camera, micro phone etc. 6. Support for web enabled applications 7. Support for mobile devices like smart phones, PDA etc.

For enquiries contact: Tamilnadu Mr.V.Vinodkr 094862 75151 ishnan Bangalore Mr.Dinoop 097417 55760 Kerala Mr.Brijesh 098954 05415