+91-99935-22244 academia@serosoft.in

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.

8 Critical Success Factors For ERP Implementation - Campus ERP-Academia

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.

8. Closure:

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. 


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