We spend a lot of time at our work place and therefore we somehow come across too many emotions every day. The work place is a substantial part of the journey for us and it is also the place where we get evaluated. That’s why, we are expected to behave and react in a particular way, but many a times we tend to deviate ourselves from the set pattern and fall in the emotional clutter.
There are always positive and negative, both type of emotions that come around and it is to us how we deal with them. There are lot of circumstances, situations, things that happen which we get upset or excited about. To start with, it happens a lot of times that the boss shouts at us and probably it is not our mistake but as the matter of fact, we are not able to do anything about it. Sometimes, salary is the issue, promotion, performance, team formation, cancellation/ extension of leave, projects, events, etc. are some other factors which can bring us to some kind of emotional barrier.
Apart from the office related issues we parallelly go through personal problems which affect our attitude at the work place. We somehow start behaving differently with people and start to take out our frustration over them or on our work. While doing any tasks we cannot focus and commit silly mistakes. We start forgetting things because we are too much into the thought processes of our own. We stop to understand and start complaining about even the right things. During this time, we should not run from the emotions which we are getting rather we should try to face them and make out a right way to tackle them.
Therefore, we have successfully identified that we go through the too much emotional clutter and have to sense it down to keep work away from it. Mood swings can affect everything; therefore, its management is the most necessary thing if you want to stay long at your office.
Feels of anger, anxiety, depression, envy, helplessness, guilt, etc.
These feelings are not at all easy to overcome but at the same time, they ain’t impossible too. There are times when we should prefer taking leave or may choose various simple hack available over the here and there like internet or psychologist’s recommendations:
- Try counting from 10 in reverse order and keep repeating till the time you don’t feel better if you feel angry about something.
- Keep drinking water sip after sip if you feel anxious about something. (just for record worrying haven’t helped anyone in years anyway).
- When in depression try to talk to other people at your work place or may be on phone with your friends and you better know all can make you feel better!
- Hack to helplessness is also easy, just ask for help because you know that might actually help.
- And if you envy someone wishes him/ her luck about having/ achieving that particular thing by giving them a good handshake or you can also try hugging them for better results.
Remember that fighting with people, or having an argument with seniors can never ever be a solution, you should figure out a better way to drive your negative feelings out of your mind. Also, surely resignation could be the worst thing one could think of doing while getting stuck in an emotional problem, this could be more clearly be defined as running away from your own self, which is bad.
Feeling of excitement, motivation, pleasure, passion, fascination.
Good emotion creates positive vibes around, but too much ecstasy at work place can cause harm as well, therefore it is really important to manage such feeling may it relate to your work or any personal life.
- Feeling of excitement can be lowered down by telling your friends/ colleagues what you are excited about, or giving them a treat in the evening break can also be one righteous thing to do.
- When you are extremely motivated you can share that with your juniors/ teams and help them cope up with their work.
- Feeling pleasant is simple to manage, you can calm down by taking 5 minutes idle from your work and resume after that.
- If you are passionate about your job/ work, don’t let overflow it over you that you talk work all the time with your colleagues and ask them to report the same all the time, that can create a negative impact on others of you.
- Fascination is yet another emotion which is full of joy and also helps employees to perform well but along with that it also keeps a part of your brain engaged which affects the overall productivity.
Being too loud while discussing, yelling out of joy, laughing too much unnecessarily etc. are some example which does not fall under a decent work culture, therefore you should keep in mind positive emotions should be taken care as much as negative emotions are being given attention.
To work, the right mind frame is necessary. Achieving our pre- decided goals is only possible when we do get deviated emotion. Emotions play a vital role in every life. It is also important to note that all types of emotions are necessary, with the absence of any there could be a problem with people. Emotions are in fact good in the normal course of life. We must have the power to handle our emotions the right way and it will play a good role in our success story.
In Indian education system, the journey of a child education starts from getting admission into a play/preschool moving to a K12 school, to college and ends up after having a placement from college.
A students’ life cycle begins from play school and gradually moves to college and ends up after having a placement from college. The entire cycle prominently includes the learning, development and the career aspect of the student. If we see the current education system in India, for play school/preschool there is less of a data and records to be maintained for a student but as we go forth within the education system, it starts to be more complex and wide. To keep a quick check and to ensure more transparency in the entire education system, it is important these days to automate and synchronize things from the very start, be it a school, college or a university.
In most of the good institutions, it becomes the responsibility of the institute for student’s successful lifecycle in all or most of the stages. It involves the governing of process from the very start till end. Enquiries, admissions, data recording, timetable, examination, transportation are some of the crucial aspects which needs dedication, time investment and manpower of an institute for systematic and responsible management of lifecycle processes.
Automation in education can be an efficient tool to manage the entire life cycle of a student using minimal resources available with an institute. It also benefits an institute as the resources can be used elsewhere where they can be more productive.
“Automation is a simple key which can help cut down the efforts drastically of an institute and increase the accuracy along with efficiency.”
How is automation important for the management of the institution and does it benefit the institutes vis-a-vis other institutes which doesn’t automate their processes?
In 21st century not only institution but students also need automated systems for quick access to information, better learning and sharing of thoughts amongst peers which would ultimately benefits them in moving forward. Therefore, it is clear that for student automation may help; infact, for students’ progress data management software are must.
The simple advantages one could get straight from deploying these ERP systems for a student’s lifecycle management are:
- Time saving
- Better accuracy
- Fast results
- Reduced costs
- Transparent System
The detailed stages of how ERP system can pertain automation in institute is as follows:
Lead Formation: If you are looking for lead generation for your institute that might involve some digital marketing campaign or other type of advertising campaign, a smart ERP will help keep a proper track on these campaigns unless you reach your target number for the year and will assist you during and after whole of the process in various ways like recording, notifying, reporting etc.
Processing leads: Following the generated leads till the time of admission is also a tedious process. Recording of enquiries, list of the applicants who have applied, availability of no. of seats in the provided courses can all together be managed in a single ERP software and ease down all the tiresome processes.
Admission: Admission of a student in an institute involves recording of data like students’ basic details, data related to his family, previous school (if any) details, birth certificate, transfer certificate, report cards etc. All these recording processes creates lots of paper work which can all be excluded simply by an ERP system. Along with saving paper it can help reduce all the manual efforts by creating a single entry in the centralized data base which can create all the subsequent entries all by itself like fees due, course seat availability, roll no. etc.
Fee Payments: Fee payments can be done 24*7 through online portals easily. It is simple and secure way of making payments with effective speed and high accuracy. This payment can directly reflect into the accounts of the institute without putting any efforts of entering any record.
Syllabus and Learning: Every session is planned and fed in the system and executed accordingly, this way students already have information about the syllabus- how and when it will be covered which helps them in effective learning. Also, students can come-up with prerequisites needed, if any before any chapter begins.
Lectures can be provided online too and it can be used for later self-study as well, which might help students in studies and development. Assignments can also be sent and followed-up till submission through an ERP system.
Assessment and evaluation: Students are automatically assessed if they have regular attendance in the session, submission of the assignments have been accordingly done or not, the grades assigned by teachers fed on the system can also be automatically read and included while processing student’s evaluation. The report card can also be generated through these automated processing of evaluations and can be communicated directly to either students or guardians.
Alumni: Once the students are passed/ graduated from the institute, they become part of alumni which is also managed by the institutes using an ERP system. This kind of alumni committee management could be a part of an ERP or a separate system which can be integrated in an ERP system. It can be used for sending newsletter, event updates, personal messaging, job references, networking etc. Sending digital emailers is yet another feature for communicating information, awareness etc.
When this long list of activities is streamlined through an ERPs like Academia, etc. it results in efficient working processes. The outcomes are better than usual, since the system are not prone to errors like humans and therefore institutes can reap greater accuracy at each and every step.
Students life cycle management goes through with all of these academic and administrative processes which can be managed through a single screen view which is beneficial because every aspect is accessible with a single click. It saves time and bring efficiency and transparency to an institute.
As an ERP provider company, we ensure proper management of an institute’s processes through Academia ERP. The entire student life cycle can be managed efficiently through a single ERP solution. The system is configurable, flexible and scalable to ensure the ever-changing needs of the education system. There are various prestigious institutes in India, Africa, Middle East and APAC which recommend us and appreciate our amazing support team.
Academia's Effective ERP Implementation Process
1. System Preparation:
At first, the standard version of Academia is installed on a centralized server with standard features and functionality upon collecting Institute's basic data. Serosoft’s Team provides master data templates for the modules to be functional. Client needs to fill their master data in these templates and upload it to the software. Client’s team can then access the system as it gets ready for first use.
2. Gap analysis:
At the second stage, implementation team visits the institute and have one on one discussion with stake holders to map the actual performance of the software with the desired. This process of Gap Analysis is carried out to be sure to map to the most relevant processes being followed in the Institute. This mapping is done keeping in mind the best match of the processes and system’s capabilities.
3. Detailed deployment plan:
Based on understanding and feedback, we prepare a consolidated Configuration Analysis report which contains information on processes to be mapped to the designated modules. Mutual consent on the plan is taken before moving to step four.
4. Configuration, testing & deployment:
The software is configured as per the detailed configuration analysis report. Once the system is configured and deployed then the implementation team performs an integrity check on the system to ensure a proper unrestricted working.
5. Training & hand holding:
Training of all the required users is important to let the system run smoothly in the institution. We deliver training based on a ‘Train the Trainer’ approach to the designated coordinators from the Institute’s steering committee by holding centralized training workshops for functional representatives of the Institute.
6. Maintenance & enhancement:
After the completion of installation, we provide a comprehensive support to the institute. We use a state of the art support ticketing system, which allows clients to raise queries relating to the software, which gets resolved in stipulated TAT by our support team. On top of this all clients being covered under the comprehensive AMC program receives system upgrades in every three months.
Waljat College of Applied Sciences came into existence in 2001. It is one of the most reputed colleges of Oman and its sole moto is to deliver International standard’s quality education to its students and nurture them for better jobs. The institute is partner to an Indian institute: Birla Institute of technology; a deemed university which is located in Mesra, Ranchi since 1955.
The institute’s mission is to be the affordable preference by the intelligent minds who are seeking education. It has been much successful with its mission and is further focused on improvising teaching skills for the teachers so that the student body may ultimately be benefitted. It offers various courses and apart from this it offers many training programs and other additional facilities like library, laboratories, etc.
Waljat College of Applied Sciences have implemented Academia ERP at their campus for easing out data recording and automating all their processes. They have achieved great outcomes from this implementation. We have been a trusted ERP partner of WCAS since 2013. They value this partnership and the support services that team Serosoft provides them.
We thank WCAS for their recommendation.
Every organization has its own way of operating, and when we talk about educational institutes, we understand that they are quite specific about it. Every institute has multiple departments and a one of a kind hierarchy that operates it. There are various processes that flow in a particular defined manner which the staff needs to abides by, thus keeping the sanctity of these processes is necessary. Implementing an ERP can change the whole way an organization operates. An ERP aims at automating most of the processes and thus, in the process may need some alterations to the already defined processes to be effective; ERP attempts to upgrade the organizational processes to be more efficient. It is also important to note that it may take a considerable amount of time to get the implementation done but once this is achieved, the ERP starts giving results coherent with the frequency of its adoption by the stakeholder body.
Education institutes who haven’t invested in technology find it hard to imagine the features that ERP systems provide them an access to, these feature rich systems are pretty much capable of managing and administering the complete Institution. For every institute there are various factors which need consideration while planning to implement an ERP. It is imperative that the stakeholder body in an institute understands and is ready for these essential factors. Find below a list of 8 essential points that must be kept in mind while undergoing an ERP implementation.
1. The understanding of the overall vision of the organization:
An ERP can only be implemented depending on the goal to be achieved by the institute. The focus of deliverables should be defined so that the right kind of software can be configured for effective usage. This way the processes can be streamlined specifically in a goal oriented way and bring an ease in the overall work- flow of the organization.
2. Right decision making:
In today’s era, there are multiple options available for everything and therefore when it comes to technology, alternatives are practically endless, but what’s important is to choose the best fit solution. There must be a clear thought-out process involved for making these kind of decisions, especially the one involving the choice of a right ERP solution. The decision makers should be well aware about institution’s processes, the financial structure, future perspective of the institute and to make a well informed decision for shortlisting an ERP keeping in mind all the highs and lows.
3. Project management:
It’s important that arrangements are made for all the essential resources to get the best results from the ERP implementation process. An implementation process is a service where the customer is a co-producer and thus it is a shared responsibility of both the client as well as the service provider to manage their tasks efficiently. The management of the Project starts on the seller’s end; where a team of implementation experts is tasked to drive the process in the right manner. The team has to put in due diligence and hard work in setting up the right scheme of things keeping in mind minimum deviation from the already set processes. Academia ERP has an experienced team which focuses on achieving the best results in the implementation process by accurately performing required steps during the implementation phase leading to effective deployment.
4. Data Accuracy:
It is yet another critical factor to be considered, as the necessary data has to be integrated with the software to serve according to the current working pattern of the institute. Academia’s data-MIS team helps in migrating all previous records in one go enabling perfect and efficient use of software.
5. Configuration, Customization and modification:
As already stated, all institutes have unique processes in how they function, and the management always seeks to keep it open for minimum deviation, hence an ERP must be built to adapt to any kind of structure. An ERP is most efficient if it has configuration points in modules which have the most variability in processes across a variety of institutions, to make it feasible to configure for processes out of the box. The second thing that then comes in, is the client wish-list and features they need as cookie points for which the ERP architecture must be open to support customizations. Academia ERP excels on both these fronts and presents the user with an option to configure most of the tasks right from the front end where as the software architecture based on open source technology allows for easy customizations.
6. System testing:
A major part of the implementation cycle is testing the system and checking if all configurations that are made work properly. This check must first be performed by the implementation team to find out any anomalies in the system which might cause conflicts in the system while full usage. The client must then be given access to the configured software to check for the proper working and understanding if the various processes have been configured properly and maps with their requirements. Academia’s team of experts have developed a methodology where they check and recheck the configurations at each module stage to save time and rework.
7. Training program:
For an ERP implementation to go right its highly imperative that the stakeholder body at the client location be trained on how to use the software. The training must be given to all the departments in how they need to use the ERP for their day-to-day activities. An implementation is not successful until the complete stakeholder body uses the ERP to perform their tasks and this can only be made sure of by giving them a proper training, for which Academia has a team of trainers who give onsite training to clients on train the trainer basis.
The sole purpose of all this exercise is to reach the predetermined goals which were set at the time of choosing an ERP for the institute. Most of the ERP systems are highly capable of achieving these goals but many a times fail to do so because of poor implementation strategy and week project management skills of the implementation staff. The right closure by ensuring proper and consistent planning and execution of the software in the institute is expected to be done for achieving the expected upgrade.
Academia ERP has an experienced team, that works according to a pre-decided plan and with a lot of coordination with the client’s team which result in right ERP implementation and enables the user to perform tasks efficiently adding up to overall institutional goals.
Technology seems to be in everything today. It is playing a dominant role in all simple and complex processes in almost every industry. From shopping to reading everything is becoming technology driven. Also, technology is rolling with every hour towards advancement, bringing in more ease in automation. There are innumerable shopping apps, sites, accounts on internet like Amazon, Myntra, Shopdasy etc. which are performing tremendously in the market. There are entertainment apps, online grocery stores, reading sites etc. which are highly user friendly and accessible at any time through gadgets which renders great ease. This upgradation has benefited all- customers, sellers and intermediaries. Technology has opened a new door of opportunities for everyone. None of the industry is lagging behind in being technologically enabled and therefore we can see enormous advancements in the education industry as well. Universities, autonomous institutions, schools, training institutions; all have had magnificent outcomes due to automation.
Technological equipment like smart classes, video lecture tools, automated teaching boards, online assignments, biometric attendance and much more are all a result of technology which is benefiting students, teachers, other staff and higher management.
The best innovation a few decades ago, which is still reaping great outcomes is an ERP system. An education ERP system can create wonders. It aims to achieve automation in maximum tasks. It is mostly used by all big education institutes around the world. An ERP is a detailed and systematic work-process flow of activities which happens in any institution like recording of data, time table management, examination, other general tasks.
One of the important feature of these types of software is handling promotional campaigns. Usually, Colleges / Institutions promote themselves during admission season: sometimes during other times too and all those promotions can be overviewed by an ERP software. Other features like enquiries, registrations, admission forms, interviews, courses, no. of students in each batch etc. can be easily managed by a good ERP system. Also, examination related records, mark sheets, documents, degrees, fee payments, time table management etc. are too manageable with configurable software. Staff database, their salaries and leave records, all can be managed by a single and integrated software. Many ERPs allow an easy access to detailed analytical reports which makes the decision-making processes less time consuming and simple.
Placement module in an education ERP system is yet another good feature which when explored smartly by the education institutes can create wonders. Academia ERP is one of the reputed software that allows recording important information by the institute for process to take place smoothly. The job vacancies, company profiles which are offering jobs etc. can be visible automatically on the students’ end and it may help ease the process of applying for the job, checking the schedule of the interview etc. And on the companies’ end, they can have a look on student profiles in detail that includes his/her scores, assessment details, teachers’ comments, internship and experience of job in past, if any.
Automation has helped in an extra-ordinary way and has brought about a revolution in education processes. Every education institute must choose or upgrade to a best fit education ERP system for themselves so that they can focus on delivering quality education and students can develop and succeed in an exceptional way in this competitive era. Academia ERP can be one strong consideration while hopping to find the right mix of technology for your institute.
Academia is serving a multitude of universities. KL university is one of renowned university of Guntur District of Andhra Pradesh and it strongly focuses on academics and undertaking societal responsibility very well. The campus is spread in quite a wide space on the bank of Buckingham Canal of river Krishna on the outskirts of the city. The university has about 20000 students.
Such large operations can be tough to manage. How does KL university make it happen?
Kl University have implemented a strong ERP system to back-up their quality of education. All the academic and administrative processes are managed by an automated system i.e. Academia ERP. It is highly feature rich software with great after sales support. Also, it is important to mention that all the modules it provides, were customized as per the requirements of the institute.
Serosoft has been providing highly responsive and supportive team to it and hence the product has been helping in a wonderful way in managing all the processes of the university.
KL university is very much satisfied with all the effort put in by the company and wish to ensure greater utilization. The university appreciates the customization of the modules in product as per the requirements which makes it perfect for the each and every education based system and recommends Academia ERP to other institutes who are looking to automate their institutes.