ERP For Campus Management.

ERP for campus management
Software for managing college /
Software for managing college /
institute / school
www.dnserp.com ERP for campus management

• This is an introductory presentation for
you to learn about specification of a
complete
l t campus managementt software.
ft
• It is necessary to do the BPR (business
process reengineering) exercise before
attempting to deploy ERP software.
• Some expert calls it business process
redesign
g or change
g management,
g , call
what you like, but it is important to
improve the business processes before
automatingg the same.
• Based on experience as faculty and
Director of a management institute.
• ERP for Campus management is specially designed
for the changing needs of educational enterprise,
facilitating students, faculty, library management,
and alumni interaction with your establishment.
establishment
• Traditional accounting packages are ‘Financial
reports-centric’. They are primarily designed to
i f
inform managementt off a company’s ’ financial
fi i l
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
pperspective.
p It pprovides strategic
g information and
tools in ‘real-time’. When you need it the most.
ERP for Campus
z ‘ERP
management’ software
assists organization like universities,
schools institutes
schools, institutes, etc
etc. to transfer and
acquire knowledge seamlessly and to
track as well as record entire operations
of educational institutes, improving the
business processes.
processes
www.dnserp.com ERP for campus management 4

Install ERP Software
We have
islands of
information,
what to do?
LIBRARY
FACULTY
PLACEMENT
Accounts
ADMISSION

• SERVER IS
ALWAYS ON
•
Cli t / Server
Client S ALL DATA IS
SAVED ON THE
SERVER
• USER CANNOT
SAVE
TRANSACTIONS
ON THE LOCAL
HARD
SERVER COMPUTER DRIVE
•C:\NOT USED
Department
computers
Accounts
Director
USERS COMPUTERS ARE
CALLED CLIENT PC 6
Student centric end-to-end
Student-centric end to end ERP
z ERP for
f educational
d i l establishment
bli h is
i an initiative
i i i i to
replace traditional administrative computing systems
with a new tightly linked system.
z Th functions
The f i that
h willill bbe affected
ff d bby the
h ERP
implementation shall include:
− Admission, Academics, Examination, HR (Human
R
Resource ) Management,
M A
Accounting,
i and d many
other areas.
z Advantage :ERP provides for an effective DSS
(D i i Support
(Decision S System)
S ) to manage the
h entire
i
operations and helps in taking timely decisions.

Purpose
For efficient
F ffi i t managementt off the
th training
t i i
institutes / colleges / universities / schools 8
/ coaching
hi classes.
l

ERP Concept for Institute management
Student Master
Student Group/Division
Master Student
Student Subjects Master Information
Faculty Master Reports
Faculty Type Master Academics
Subject Master Admission
Mark Sheet
Student Marks
Entryy
Other
Transactions

ERP Vision
z Admission to
Placement
z ERP is designed to
capture end-to-end
b i
business cycle
l
z Right from admission
process to placement
and beyond - Alumni

S l Integration
Seamless i off ERP modules
d l
SECURITY PLACEMENT
VAT
STUDENT
ADMISSION DATABASE
PURCHASE Fees ATTENDANCE

Accounts PAYROLL
& INVENTORY Management
HR
ASSET
Staff Management FACULTY
MANAGEMENT
LIBRARY ISO
Automatic
EXAM &
Multi- INTRANET Vehicle
MARK SHEET E-Mail /SMS Management
location
S d/R
Send Receive
i
data Alerts
ERP Modules
z ERP gives ‘smart view’ of

the organization.
z Authorized user can view
reports that are relevant
and export instantly to MS
Excel worksheet instantly.
z MIS (Management
Information System) that
helps top management to
take critical decisions.

ERP Modules for Campus
z Accounts Module. z Inventory Module.

z Administration Module. z Library Module.
z Ad i i
Admissions M
Module.
d l z Payroll Module
Module.
z Alumni Module. z Placement Management
Module.
z Attendance Module.
z P h
Purchase Module.
M d l
z E-Mail alerts Module.
z Resource matrix Module.
z Exam Module.
z Security Module.
z Faculty Module.
z SMS Module.
z Fees Management Module.
z Transport / vehicle Module.
z Intranet (on linkedin.com)
Module
Module.

Security Module
z Masters:
z User Manager.
z User group master.
− ERP features:
z 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.
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
or transaction and when.

MASTER DATABASES
Create master data Update master data
z Division Master z Make your campus fully
di i l
digital
z Student Master z ERP caters to every
z Subject
j Master stakeholder in yyour
education enterprise.
z Faculty Master
z Account Master

Stakeholders
Who will benefit? Why ERP? Because:

z Students 1. Manual (legacy) system is
found to be cumbersome and
z Parents inadequate.
z Corporate (HR / Placements) 2. Specifically designed &
p for educational
developed
z Faculty
institutions.
z Top Management 3. Real time information
z Staff – Middle level managers
g available when you want and
not after
f theh event hhas gone.
z Alumni 4. Increasing number of students
is now managed
professionally.
professionally

Workflow

STUDENT CLASS / DIVISION / SEMESTER
MASTER
18
www.dnserp.com
STUDENT MASTER
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Address tab

Student placement information

Attach Picture

TICK CHECK BOX TO GET LIST
ERP for campus management 23

STUDENT INFORMATION REPORT

Subject Master
z Setup
subjects and
specializatio
n as per
University
rules

Student attendance

Faculty type
z The new ERP software

systems are designed to
centralize business
processes in
i what
h
historically has been a
g y systems.
scattered in legacy y

Faculty Master – Name & contact info

Faculty Master – Name & contact info

Faculty Master – Attach Photo

FACULTY / VISITING FACULTY
INFORMATION

CAPTURING TIME IN – TIME OUT

P
Payroll
ll for
f staff
t ff – Leave
L application
li ti form
f
z Leave Management

HR – Staff leave register

Staff reporting – who is doing what?

MIS: Faculty / staff – work details

STUDENT MARKS ENTRY FORM
z STUDENT
SEMESTER WISE
AND DIVISION
WISE MARKS
ENTRY
STUDENT MARKS ENTRY
z STUDENT DUAL
A AND
SEMESTER
MARKS ENTRY
FORM

STUDENT MARKS ENTRY
z STUDENT MARKS DETAILS IN EXCEL

SHEET FORMAT

STUDENT MARKS REPORT
z STUDENT MARKS REPORT

DETAILS IN EXCEL SHEET
FORMAT

Exam module MIS – marks report

Students master list

Mark sheet

LIBRARY SOFTWARE
PURPOSE
– The Libraryy software helps
p yyou keepp track of
books, videos and other informational
resources in your office
The software can be used for small
g
businesses and organizations and home
users
Lib
Library managementt
z Book master database
− Subject wise /
author
th wise i
z Student master database
z Book issue / received
management

Book supplier master report
z Edit
supplier
master
se

New book entry

Book
master
report

Pending books to be returned

NEW BOOK ENTRY
TYPE – FICTION / NON FICTION
FORMAT
PUBLISHER
SEARCH
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”
fields
The results of your Search will be put on
the Search List
SEARCH FOR BOOK
BY TYPE
– FICTION / NON FICTION
BY PUBLISHER
SEARCH FOR BOOK
BY AUTHOR
BY VALUE
Borrower Module
Member code
Name of member
Address
Date of joining
Books borrow history
Date book taken / returned
BOOK ISSUE – PROCESS LOAN
Circulation Module
Issues
Renewals
Returns
Overdue management
Identification by
– Barcode
B d from
f i-card
i d
– Fingerprint
REPORT BY BORROWER
Asset management
PURCHASE
& INVENTORY

Purchase and Inventory are linked with
accounts
z Item master
− Category wise stock management
− Location master
z Vendor master (supplier)
z Preparing Purchase Order.
z Purchase bill booking and payment
z Creditor ledger
z S k statement (l
Stock (location
i wise).
i )

Purchase Requisition

Purchase Order

Material Inward

Inventory management – Asset
z Stock
statement –
exported to
Excel

PAST STUDENTS MANAGEMENT
ALUMNI
MODULE

ALUMNI MANAGEMENT
Communication and collaboration platform.

It enables past students to leverage their national as well
as international reputation to create a an environment
of engagement necessary to building a dynamic
alumni
l i community,
i that
h helps
h l branding.
b di

Student community on the net
Student community on the net will have groups as follows’
z Faculty and staff
z 08-10 students batch
z 09-11 students batch
Email id list is prepared of each member in Excel file automatically,
using ERP software.
software
This is then ‘uploaded’ for sending ‘invitation’ to each individual to
request to join. Automatic email will be received by student in
their INBOX
INBOX.
Then, this person will have to ‘accept’ the invitation, by clicking on
the accept button.
E h group can communicate
Each i t andd share.
h

CLASS NOTES
z Class notes are kept on the server

computer
p with adequate
q security
y to share
with students
z Faculty can give the softcopy of the
presentations or word file that is uploaded
on the net to share with the student
community using Internet.

BUS & CAR MANAGEMENT
VEHICLE
MODULE

Vehicle management module
z ERP integration with

bus management

Monthly fees receipt data entry

A
Area – region
i – suburb
b b master
t

Building master

Student database

Email integration – ensure communication

Student master report
p – exported
p to Excel

P
Payroll
ll integration
i t ti - Employee
E l master
t information:
i f ti e.g. Driver
Di

Payroll - Salary sheet

Diesel / Petrol slip entry: What is fuel consumption?

Local trips data entry

Petrol / diesel consumption information

Driver-wise student pickup report

Monthly trip fees master

MIS in ERP: Trip status register

ERP for Travel and Tourist business
88
BACKUP
z Last but not the least

z ERP provides quick
b k procedure
backup d for
f
making a copy from
the RDBMS (back-
(
end database) into a
specific folder.

ERP failure source: www.cio.com
i
z Colleges / institutes simply don't have the

will, and talent to create and manage a
robust
b enterprise i system.
z Indeed, representatives from PeopleSoft,
say that
th t a large
l partt off the
th problem
bl results
lt
from the inexperience of university IT
departments and their tendency to rush
implementations and inadequately test the
new systems.
y

A word of caution
z ERP implementations are not easy, even in very

top-down corporate environments. “Commit your
time”.
z Getting ERP to work in education organizations,
which are essentially a mixture of decentralized
departments, is challenging.
z Users in largely autonomous departments do not
gel well, to the one-size-fits-all strategy of an ERP
implementation.
z Necessary financial commitment is absolutely
necessary.
St f d USA - case study:
Stanford, t d Cultural
C lt l shock
h k
z The hurdles Stanford and other universities

face with the new ERP system are largely
cultural
lt l ones.
z For instance, lean staffs and tight budgets at
mostt university
i it campuses usually ll lead
l d to
t a
lack of proper training and systems
testing.
z At Stanford, Livingston says that plenty of
training was offered, but many users didn
didn'tt
take it.
Conclusion
“…A smarter planet would include developing

‘interdisciplinary skill requirements for
students
t d t (and
( d B-schools/colleges/institutes)
B h l / ll /i tit t )
to compete in a smarter world,’ and creating
smarter health care,
care smarter cities,
cities and the
Information Technology necessary to
transform trainingg and education
organizations...”

Thank you
y
Presentation by
Prof. Jyotindra
y Zaveri
j.zaveri@dnserp.com
E-learning site http://www.dnserp.com
Blog http://dnserp.wordpress.com
F ll
Follow on Twitter
T itt htt //t itt
http://twitter.com/followERP
/f ll ERP
94

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PURCHASE Fees ATTENDANCE

z ERP gives ‘smart view’ of

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z Accounts Module. z Inventory Module.

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www.dnserp.com ERP for campus management

Who will benefit? Why ERP? Because:

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z The new ERP software

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z STUDENT MARKS DETAILS IN EXCEL

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z STUDENT MARKS REPORT

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Communication and collaboration platform.

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z Class notes are kept on the server

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z ERP integration with