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.
An institute’s great asset are its students and it is an important part of institutional process to manage them. Student management requires a substantial skill and investment. Hence an ERP solution could really help in lessening the management work, beginning from recording of data, attendance, timetable, examination, reports, results etc. Apart from the institutional benefits, it is beneficial for students too, especially when in the era where everything is driven by technology. There are various aspects which when looked from student’s perspective proves an ERP to be advantageous for them. With an ERP in an institute, students get access to various aspects of the learning process by fetching different types of information. These days’ access to hardware/gadgets like mobile phones, tablets, laptops & desktops is really easy, thus, ERP proves to be furthermore useful in student development.
Some of these factors which are accessible and highly beneficial for the students are attendance, notification of updates, last minute schedule changes, assignments and much more. In a Good ERP system students can mark their own attendance if they attend a particular lecture or seminar etc. Also, accessibility & information can be made permissible according to the need by limiting power for students, for being safe from fraudulent activities and fake marking of attendance. A right kind of ERP may also help students by notifying regular updates regarding events, exams, lectures and other important schedules etc.
24X7 accessibility to technology is pretty much in trend now-a-days and hence learning process should also fall into the same category and students should be provided with the same to be kept updated. Assignments are preferred to be shared to students over triggered SMS or mailers which has again been made possible by ERP solution only. Also, it allows formation of communities which allow sharing of information between various stakeholders like faculty – parents, Parents –administration, faculty-students, administration-faculty, etc.
In systems like these, there is no time boundation for communication and students are immensely benefited in their learning processes. During holidays, or when on internship students can directly get in touch with teachers and mentors for personal guidance or mentoring. In some cases, they may also raise a request on student’s portal and teachers may resolve the same in the required time as decided or scheduled which brings an utter ease in the system as well as the learning process of the student.
ERP’s with providing for better communication not only brings an additional level of dexterity to the learning processes but also makes other day to day tasks easy to perform. This helps students in saving time usually spent in mundane activities like filling up various forms for processes like admission, exam, fee payments, etc.
Library is yet another feature of an education ERP system which allows the management of issue of the books, availability of the books, time duration of issue, penalty etc. Notification alerts on availability of the book which was unavailable at the time of requisition is also an add-on in some of the education ERPs.
Buying an ERP has favorable consequences for an institution, its processes and students therefore it is a beneficial step to implement an ERP for automating and streamlining the processes. It directly raises the bar of quality, efficiency and all the other scales over which the educational institutes are assessed. Adding technology to education makes us reap substantial returns. All the new facilities it offers improvises each technique used in ancient education era and brings in better results in education as well as its operations. It has been truly revolutionary for students and their learning.
Ghana Technology University College is one of the leading institutes in West Africa. Its roots are from Ghana Telecom’s flagship Training Centre which was used as Royal Air Force (RAF) Training School to train telecommunications technicians during the Second World War in Africa. But soon it got privatized and became main source of teaching and certification in Telecommunications Engineering.
The college’s main focus has always been on delivering quality education and building an advance perspective in the world. The basic ideology is to transform students with an overall enhancement program which includes various types of assessments like Academics, Leadership, Research programs, Creative activities, etc.
Well there was no easy way to do it altogether until GTUC opted for ACADEMIA ERP which gave a forehand to handle various disciplines along with the efficient management of administrative part. It has a set of core values on which it frames its working procedures. Which are Excellence, Student-Centered, Academic Freedom, Innovation are Integrity. GTUC moves around all these values and Academia ERP has helped effectively to retain it.
Academia provided a customized solution for Ghana Technology University College and help streamline various processes:
- Automating admissions and enquiry process which helped save a lot of time & human resource.
- Creating a better student information system.
- Higher control over all the aspects - financial, database etc.
- Effective accessibility over the information at any time and place.
- Tracking and recoding data directly into the software, hence better retention and clarity.
My name is Dr. Osei K. Darkwa, President of Ghana Technology University College. We have been associated with Serosoft for past five years we have been using their product. This is their test management system Webguru and their ERP (Enterprise Resource Planning) which manages almost all our university operations. We find this product to be very useful and it assists us in admission processes, human resource management, Hostel management. Our HR uses it for leave management online. Property unit uses it, Inventory management is also done by it and other processes as well. As the admission processes are automated, it is much easier for students to access the record, so far, our students are very positive and we hope to strengthen our relationship. We are looking forward for using the new and enhanced version of the software and I recommend it all the institutions who are looking for ERP system for automation.
We extend best regards and wishes for the future.
“Technology has to be either invented or adopted.”
Invention is not for everybody, so then one must choose adoption.
Since more than a decade, technology is making lives easier with each passing day. Technology advances show people a more efficient way to do things, and these processes get results.
Every industry has grown many folds with technological advancements and ERP- Enterprise Resource Planning has been a Hot potato since then. Because it brings effectiveness in the efficiency of day to day working and penetrates in cost cutting too. Accommodating it into an organization is sure not an easy job at the start but eventually it results in entrepreneurial efficiency in its operations.
ERPs has been in trend for mostly all the industries but specifically in the education sector it’s been more emphatic. ERP in education is in a nascent stage when we talk of Indian market, but more and more universities, schools and training institutes are picking up ERP’s, this rise is evident due to the downward arrows in effectiveness, quality, efficiency and data recording. Therefore, ERP have helped the organizations with reduced lead-time, improved quality, reduced asset turns, higher productivity and improved decision-making. The focus of education management software dominantly falls on the centralized control and efficient database management to allow better control over information, data and reports needed for authoritative control.
The educational institutes should prioritize on the development and retaining of quality in delivering right education which might only be possible when educationists focus on education and not peripheral services. The divergent part of any university, college, school or a training institute has always been the management and administration part which can be taken care by ERPs with innumerable facilities (modules) provided in these types of management software like student information, fee collection, scholarship management, inquiry management through timely reverts, transportation (bus with GPRS facility), accounting and documents generation (like mark sheets, vouchers, bills etc.) etc..
Considering the Future, this is the right time to invest in ERP solutions for harvesting the maximum returns. Once the software is incorporated in the management it delivers a smooth functioning in the organization. The integrated enterprise technology can connect and improve business performance by optimal resource utilization. Optimality plays a key role in strategy formation for cost savings and ERP has been one of the best solution with optimization as a key deliverable as it emphasizes on procurement of less human resources for data handling and efficiency plus accurate reporting.
Academia ERP is one of the best Campus Management software present in the world. It’s a product which has scalability written in its core and thus it has this unique functionality to support multi-organization definition. Also, it can be customized and made permissible in accordance to the various functions it adheres.
Academia gives you access to different portals viz, Parents portal, Students portal, Faculty portal which allows and acts as a medium of smooth communication between Student-Faculty, faculty-parent, Parent-management, Faculty – Management, etc. This also allows for various stakeholders of the organization to view and raise requests which in turn can act as internal quality control measurements. It also helps to simply automate process which infers speed in the regular operations resulting in benefits which involves time saving, cut on employee costs, strict monitoring and better control.
Academia ERP enables an institution to deliver the education which is promised and cutting the worries of administration till edge. A right type of ERP will help manage the overall processes that may involve the management of resources which are limitedly available with the institutes. The simple idea is smooth automation for accurate results.
The growth that any organization seeks is one that brings real benefits to the people, raises quality & efficiency of organizational processes.
Make the right decision by choosing the perfect fit management software for your institution.