Must-Have Features for a School ERP Solution

Schools always have the pressure of maximizing performance with the least resources available. Deploying an ERP solution is the best way to deal with multiple stakeholders and different functions that a school must undertake to function smoothly. But, ERP solutions should not be selected in haste. An ideal school ERP software should offer a comprehensive solution that not only accelerates the tasks, but also meets the needs of all stakeholders. Here are some of the must-have features of an ideal school ERP solution.

• Content Security: In today’s competitive world, data security is of utmost importance. Regular back-ups, safety against unauthorized access and corruption, and redundancies should be taken into account while choosing an ERP software. It should be highly safe and secure for all kinds of data storage and transactions.
• Ease of Use: Being user-friendly is the ultimate key to a good ERP software. All modules and interfaces should be so simple that the school need not spend much time in training its staff. Handy features like quick links, graphical organizers, etc. prove to be a differentiator.
• Alerts and Notification: The facility to send regular or instant messages, notices, reminders, and circulars are essential for any school. Fee reminders, holiday notification, scheduled meetings, pending projects, absentee notification, etc. are of utmost importance and an ERP solution must be designed to handle these efficiently. For instant communication, SMS service should be installed.
• Efficiency: The lesser time a teacher spends on various administration-related activities, the more involved he/she will be in teaching and inspiring the students. An ideal ERP should take care of attendance, reports, schedules, assigning homework, etc. so that a teacher has more time to prepare for class activities.
• Communication Platform:  Effective communication is one of the core features of a good ERP solution. Detailed performance reports, feedbacks, online polls, direct messaging facility, etc. ensure that parents do not need to wait for a PTM to discuss or share their concerns. The solution should provide a platform for constructive inputs and discussions between parents and teachers. Information regarding various activities, events, or competitions can help parents to prepare their wards for the same. 
• Access to Study Material: Students should be able to access study material, revision sheets, worksheets, etc. that have been used in the classroom, at home as well, for an enhanced learning experience. It will not only help students who are on leave, but would also help regular students to revise the concepts taught in class. Extra assignments and resources can help students to study further and brush up their knowledge on the topics. Teachers should also be able to inform students about a class’s scheduled course of study in advance by uploading a week’s or month’s planner. 

Finally, an ideal school management system should be designed for all types of users, irrespective of their computer proficiency level. So, let others’ experience and testimonials be your guide. Go for demos and trials. And… choose wisely!

Tips for Deploying ERP Applications

Acquiring the right ERP system for your institution is the first step towards smart school management. But, to make the most of it, one should also make sure that it is implemented properly. Here are a few tips for effective deployment of your ERP solution that will ensure successful return on investment.

• Create an ERP deployment team: Creating a team will help in identifying the requirements, defining the scope, preparing for changes, discussing about deliverables and timelines, and for supporting and helping first timers to get a hang of the system. The team may be a mix of technical staff, administrative staff, coordinators, and teachers. Such a team may be more approachable for help than a team of outsiders. They will also be able to evaluate the solution’s performance and assess how far the goals have been met.
• Set a budget: Plan ahead and set a budget for the process. Communicate the same with your vendor and move according to it. You may add on more features as and when you feel comfortable.
• Step-by-step implementation: Your ERP solution should be implemented in phases. With the help of your team and the vendor, you may chalk out an implementation plan which will least hinder your daily routine and also help your staff to register the changes and overcome their inhibitions. Once one phase is in action and running smoothly, the next phase may be deployed.
• Customize: Ask your vendor for tailor-made solutions to suit your specific needs, rather than trying to adapt your whole system to pre-planned solutions. It will save you needless complications and confusion.
• Train your staff: Ask your ERP vendor to train your staff (both teaching and non-teaching) to operate the relevant modules. Hands-on training ensures effective deployment and aids in clearing any doubt right at the beginning. Training also ensures optimum utilization of the product. Workshops for updates and upgrades may be conducted as and when required.
• Make the most of your vendor: Make use of the after-sales support and technical advice team of your vendor to resolve any issues or answer any queries that may arise while operating the system. Inform them of any procedural changes which may need to be aligned with the solution.
• Communicate: Be in touch with your end users and ask them to communicate their reactions and views on the whole process. You may ask about the major difficulties faced by them while using the solution, or how the process may be made simpler. Critical points may be communicated to the vendor for changes and a better user experience.
• Reward and recognition: Encourage your staff to use the solution on a regular basis. You may reward and recognize people who lead the way in using the solution for maximum output. You may also ask your staff to get creative and find new uses of the software. 
• Evaluate: Assess with your project team if the objectives and goals set in the beginning have been met. A post-implementation audit will help in evaluating your success in achieving the established benchmarks.
• Keep abreast with the latest: It is essential to update and upgrade your ERP system regularly. Acquaint yourself with the latest trends by visiting your vendor’s site, subscribing to newsletters, or by simply being in touch with your vendors. 

These steps will not only ensure a seamless integration of the solution in your institution, but also prove to be immensely beneficial in the long run. So, get ready to make the most of your solution!