How ERP Works For An Educational Institute? Here Is A Complete Guide

The education sector is developing every day, and this comes with many challenges. Educational institutions are looking for ways to deal with these challenges and streamline learning and automate other administrative functions. Enterprise resource planning systems have come in handy to revolutionize educational institutions by helping them to improve operations and manage their tasks better. But what is ERP system and why would you need it for your educational institution?

What is ERP?

ERP stands for enterprise resource planning which is a term for modular software systems that enables organizations to manage all its business processes and automates its back office functions.
This software integrates all the business processes and allows them to share a single database. These processes include; finance and accounting, procurement, and many others.

Working of ERP for Educational Institutions

An ERP for education works by bringing together different modules of your institution. These modules share a central database to help you manage your educational institution efficiently from admission, assessment to fee collection.

Typically, an ERP for educational institutions has a number of features that will help you run your institution efficiently. The following are some of these features and their functions;

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Recruitment operation system- This feature allows for easy recruitment of students to the institution. The students can easily send and receive interview letters and emails.

Admission management system- Assists in screening and selecting students before admission and shortlisting selected students for admission based on set criteria. Additionally, it allows for the registration of students and sending of alerts.

Biometrics payroll management module- This feature allows the institution, to track attendance of staff members using biometrics which provides for accurate payroll processing and compensation.

Timetable management system- This feature ensures efficient use of resources as it allows easy creation of timetables. It also sends updates to notify the academic staff at the time they should start and end their classes. Also, the module allows for proper planning of rooms such that all the classrooms are occupied during class hours.

Grades and exam operation system- It allows conducting of exams and provides the results. It also helps in evaluating performance and generating report cards.
Financial accounting module- This module analyses reports for general ledgers, financial statements, accounts receivable and payable, income and expenses, and overall balance sheets.

Asset and inventory management program- It allows for easy management of all costs that are related to your assets. Also, you can keep your assets neatly organized using this module to ensure you effectively manage your assets from different locations and do regular assessments.

Budget and cost control module- Helps in creating accurate budgets. This ensures efficient expenditure as you can easily identify and cut the unnecessary costs.

Hostel management module- It effectively manages the reservation of rooms for teachers and students. In addition to room allotments, the hostel management module streamlines visitors management, room fees, and mess management.

Fees management system- Helps in generating fees structures according to your institution. They can also create a list of those students that have cleared their fees and those with arrears. This allows you to send fees requests which can be paid on the portal.

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Importance of ERP

ERP for education sector plays a vital role in ensuring effective learning and running of the institution. The system facilitates learning both in class and online and helps the non-teaching staff run their daily activities in the school more effectively.
The following are some of the importance of ERP in education institutes;

1. Better Management Of Resources

ERP for education allows your institution to monitor inventory and resource usage. It gives you records of your expenditure and finances and generates the required reports. This enhances transparency and proper use of resources in your institution.

This software also automates functions and thereby cutting the human resources required to carry out tasks like the admission of students, allocating hostels and generating reports. This saves your institution time and money which are important resources.

2. Improved Data Security

Data stored by ERP software is always more secure compared to data stored physically in office shelves. This is because ERP software servers always have a data backup system that ensures data is safely stored. Unlike physical data that cannot be restored once it is tempered with ERP software allows you to restore important data from the backup systems.

Also, the system allows you to store large files and data which is usually difficult to achieve with physical storage.

3. Centralization and Better Management Of Information

Education institutions handle a lot of data from student information, to examination records to fees details. Managing this different data can be so complicated for the school management team. ERP software makes it easy by allowing you to store and manage all this data from one central location.

The centralization of information increases efficiency in handling the data It also gives you more control of the data and therefore increased privacy. Besides, it improves security for all your stored data

4. E-communication

Another importance of ERP is that it allows e-discussions between students and their teachers. These discussions can help students prepare for their exams since they can ask questions and the lecturers can give them solutions to their problems.

Also, parents can communicate with the teachers to get information about their children’s attendance and academic performance in school.

5. Personalized Teaching And Learning

The lecturers can easily upload study materials for their students through the ERP system. They can also give tests through the system, check performance reports and analyze each student’s academic progress.

The students, on the other hand, can access the study materials when they need them. They can also use the system to check their class timetables as well as borrow books from their online library catalog.

With the increased workload in an educational institution, ERP systems are a must-have. These systems will not only automate most of your functions and reduce the need for much human intervention, but they will also save time and money. Additionally, they will ensure things are done more accurately in a short span of time

Author Bio: Jennifer John, Marketing Manager for EduKool who is responsible for the successful marketing, communication, and business development efforts. EduKool is a complete educational software that provides a winning combination of a world-class Enterprise Resource Planning (ERP) system and an immersive Learning Management System (LMS).

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