ERP solutions for enhanced operational efficiency of schools and colleges

Apart from organizing the multifaceted operations for students, teachers, administrators, and parents, it helps in accessing, analysing data to enable smart decisions.

Adaptation to the new normal comes with the implementation of new technologies. The COVID-19 led lockdown brought education and learning to a complete standstill. As a result, institutions turned into e-education delivery systems to facilitate remote learning.

This turned into an effective approach that addressed the challenges of optimisinginstitutional operations including – academic and non-academic through virtual methods. 

The paradigm shift from physical classrooms to virtual infrastructure has transformed the existing education landscape. Though institutions are leveraging Enterprise Resource Planning (ERP) solutions to automate and optimiseacademic and non- academic operations, it is imperative to understand – whatexactly do the ERP solutions do to keep them stay ahead? 

ERP solutions help institutions in many ways to make their everyday work processes smooth and highly optimized. 

Automates work process

Manually dealing with important teaching and non-teaching tasks remotely can be daunting. Be it a school, college, or a university, managing multiple operations is challenging.

Additionally, the constant flow of data and information contributes to wastage of time, detailed documentation processes, and chances of errors. Due to these factors, more than half of the institutions’ tasks remain incomplete. 

Here, ERP solutions come to the rescue! The technologically advanced ERP software handles the surplus amount of information to integrate multiple work processes of an institution while ensuring seamless synchronization, efficiency, and transparency across departments.

The software works on a comprehensive approach that manages the admission process, student enrolment, creating question banks, conducting assessment tests, report cards, fee collection, examination, and handling other management related activities. 

Ever wondered that a single platform could integrate all department operations? Apart from organizing the multifaceted operations for students, teachers, administrators, and parents, it helps in accessing, analysing data to enable smart decisions. Furthermore, the automation of mundane tasks reduces workforce costs and prompts faster decision making. 

Boosts effective communication 

Communication is a pivotal part of any institution – whether it is a school, college, or university. During the time of physical and social distancing, institutions’ internal and external communication requires thoughtful consideration.

The majority of institutions deploy customised ERP systems for a personalised experience. This creates an effective channel of communication among teachers, students as well as parents. 

The integration of different mobile applications specified to every stakeholder of the institution makes things better to improve communication. The students’ application provides updates and notifications on the timetable, exam schedule, assignment/ submission, events, etc. Similarly , the teacher’s app provides updated attendance records, check answer-sheets, assignments, details related to syllabus, timetable, etc.

This information is easily accessible to parents and non-teaching staff as well to enhance the flow of communication between each stakeholder.

There are certain modules that significantly improve communication in schools, colleges and universities. The primary module is SMS integration that sends updates to the stakeholders through messaging on personal mobile devices. Then comes the Email integration – involves sharing updates and information via emails that create a professional and strong communication link between the stakeholders.

For more personalised communication, several ERP systems are equipped with an in-built messaging system that allows teachers, students, and non-teaching staff to share confidential information privately and instantly with each other. 

Promotes data security

Data is the most valuable asset for any institution, whether – it is academic or non- academic. Any harm to data can raise privacy concerns and affect the institution’s reputation. In the present scenario when institutions are shut and authorities cannot be present every day, data security becomes a key concern for the stakeholders.

Data breaching and stealing is one of the biggest malicious attacks that negatively impact institutional operations. 

When it comes to academic operations, specifically – the student data such as examination score, answer sheet, and report cards are more prone to manipulation. Secondly, the information related to fees and dues could be stolen or removed which affects the institution’s finances.

Furthermore, spammers can interrupt the emails and messaging systems for their benefits.

Consequently, data, its security, and backup are the key to determining a robust ERP solution for an institution. The systems that are integrated with security features and are capable of protecting the institutional operations can boost the productivity and efficiency of the staff. 

The implementation of ERP solutions has increased drastically. The comfort and convenience that the system provides to the institutions streamline monotonous work processes and saves enormous time in performing these tasks in a paperless manner.

Moreover, a reduction in administrative and documentation burden encourages the overall operational efficiency of the institution.

This article is attributed to Gurudev SomaniDirector,  Mastersoft ERP Solutions. 

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