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ASSIMILATE THESE
VITAMINS BEFORE YOU DECIDE |
Knowledge Byte 1
: Stand Alone
Software v/s
School ERP
System
The moment we
think about school automation we think of a software of fee management,
another software for library and so on. This ultimately leads us in dealing
with multiple software and multiple vendors and a situation where we have
basically manualised our school system with computers. Stand alone systems for
different units in our school can not only be very difficult to manage but
also can add a lot of redundancy in data entry and ambiguity of information
within same organization.
A properly planned single point integrated system (commonly known as ERP) can
facilitate zero redundancy, inter module information exchange and thereby a
lot of savings.
| |
Stand Alone
Software |
School
ERP |
|
1. |
Redundancy of data entry
|
No redundancy |
|
2. |
Ambiguity of information as
different software may show different values for same thing |
No ambiguity as the data is
served from central location. Same logic of processing keeps away any such
information. |
|
3. |
No inter module communication.
For example there will be no way for the library software to know if the
caution money for the library is collected at fee counter for a particular
student. |
ERP systems are specially
designed for inter module information sharing. Since all module use the
same database and business logic all the modules can interact with each
other seamlessly. |
|
4. |
Data security is generally an
issue with stand along software as the data base is directly accessible by
the users. There are always chances for accidental or deliberate loss of
data. |
Generally the data is only
accessible only through the software interface in a controlled manner. The
server is not in direct access of the users. So critical information is
always intact. |
|
5. |
Central backup for the entire
system is not possible |
Backup can be managed
centrally with a great ease. |
|
6. |
Different approach and
interfacing for different modules. |
Generally similar interfacing
approach for all modules. Makes it easy for the top level management to
interact. |
|
7. |
Physical movement of data is
required for reporting. |
Multiple access point can
eliminate physical movement of reports and other data. |
|
8. |
The dependency level even for
routine information is higher in stand alone applications |
Routine information issues are
generally available with required users without dependency |
|
9. |
Routine information issues are
generally available with required users without dependency. |
Runs on a common business
logic for the institution. |
|
10 |
Easy to implement |
The implementation period is a
bit lengthy |
|
11. |
Low initial investment but
higher recurring expenditure in terms of man hrs and usage of stationary
for sharing routine information. |
Comparatively high initial
investment but low recurring expenditure in man hrs and information
sharing throughout the institution. |
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Knowledge Byte 2 : Points to
Considered While planning for your
School Educational Resource Planning (ERP)
In last few years there are a lot of
School Management Softwares that have come into picture and so it
becomes important to understand how to identify the one which best suits
your requirement. Written below are a few points that we need to take care
before we plan and finalize a School Management Solution. Caring for these
points can prevent a dream for automation of your schools from becoming a
night mare for you.
1. Single Point Integration: It is
advisable to go for a single software that handles the various schooling
aspects for following reasons.
a. Can save the implementation time.
b. Single vendor interaction
c. Inter module communication
d. Low total cost of ownership
e. Low or zero data redundancy
f. Data security
2. You can keep the following factors in
consideration while analyzing the Operating System of the application.
a. Cost of operating system used by the software specially in case of
network operating system the cost may vary as the number of nodes in the
school increase. In this case the open source technology like LINUX can be
a good option.
b. Vulnerability of viruses
c. Security
d. Ease of maintain.
3. Back End Data Base Management System
The cost of DBMS / RDBMS of the solution can also effect the total cost of
ownership of the software. Network Based Data Base systems have both per
user and one time payment options.
4. Redundancy of Data:
A well-planned ERP system offers ZERO Redundancy of data for
managing the various schooling aspects, for e.g., if a school is using
library, fees, transport, health modules of the same ERP, then if the
students have been entered in the Student record Cell then there should be
no requirement of entry of student again n again in other modules The
application must offers zero redundancy of data.
5. Hardware Requirements at Server and at
Nodes:
The implementation of an ERP system should be with minimum or no
hardware upgrade in the existing setup of the school. Investing on server
hardware is a good idea but upgrading the individual nodes can sometimes
be very costly.
6. User Friendliness:
Just the deployment and implementation of an ERP with hi-end features
does not make it popular and successful, but what makes it successful is
the user acceptance, its ease in working and simple yet powerful
interfaces. Consider the interfacing of the software as one of the prime
factors before opting for it.
7. Update policy and procedure:
System Deployment, implementation and training, that’s not all. Since
development is a continuous process and there are always some or the other
updates which are required so a proper update policy and the process of
updating the system is mandatory. Look into the following points
a. How is the process of updation ?
b. What is the typical size of the update ?
c. Does every update requires to be updated at every node, because this is
too big to be handled ?
d. What is the possibility of remote administration ?
8. Data Security:
Data Security is yet another important aspect which cannot be neglected.
Whenever an ERP solution is implemented, steps which ensure data
a. The data should not be in the direct access of the users.
b. What is the security offered at the DATA base level
c. What is the security offered by the application itself.
d. Consider looking for user level security in comparison to group level
security.
9. Scalability in terms of features and
expansion in area:
Scalability in terms of adding systems is important as schools keep adding
systems and new features to the system.
10. Online interfacing of application:
In the present scenario and with the rapid expansion and effectiveness
of internet reach schools sooner or later opt for using internet based
features and sharing information on net with parents and other users.
a. Make sure that the system offers no duplicate entry of data to be
shared on net.
b. Make sure that the data on net is secure and personalized
c. How effectively the software can use your bandwidth.
d. It is good to have the online features working on your school’s web
site.
11. Dependency on connectivity:
a. Opting for a totally internet based solutions can sometimes be an over
enthusiastic decision.
b. We can’t afford to stop over crucial working if the connection is not
working so make sure that the system is not fully dependent on
connectivity.
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