What is School Management Software?
School Management Software (SMS) is a packaged management information system designed to improve the efficiency of a school, college, university and other educational institution’s operations. A school management software assists schools and colleges in automating & digitising their operations and, gain better control over their administration. It contains modules for different verticals of school management such as admissions, student & faculty management, fees, hostel, transportation, communication, library, attendance, timetable, canteen and more.
Who needs School Management Software?
Schools, colleges, universities, tuition centres, vocational & skill training institutes have a lot to gain with a school management software. The size of an institution is irrelevant, when it comes to using a school and college management system. That’s because the primary function of the best school management software is to help schools gain better control over their administration and automate redundant tasks.
Why you need School Management Software?
As mentioned, a top school management software helps education institutes digitise a lot of their functions, automate redundant tasks and better manage the different verticals of a school’s operation. Tasks like student registration, admission management, library and hostel management, setting timetable and schedules, designating faculty to classes etc, can be performed by an SMS. Using an SMS, manual-made errors are minimised significantly, allowing for greater efficiency and better performance.
As time goes and your student & faculty size grows, you can scale up your college ERP or school ERP software to stay relevant with the increase in operation size. A school campus management software can also be customised according to requirement and upgraded at a later stage to include new technology and software additions. This solution helps in reducing cost overhead, as a lot of processes are automated and can be managed by a smaller team of people. SMS is available for use as an on-premise solution or as a cloud-based solution. There’s more to be gained from using SMS as a cloud solution, because in case of damage due to earthquake, flood, fire, system damage etc, you’ll rest easy knowing that your data is on a remote server. Cloud services come with heavy encryption and data security measures, so your data won’t fall in the wrong hands. Most school management software in India are mobile-enabled, so you can access your school’s data on the go. Be it a smartphone or a tablet, you are always connected to your data even when you’re not physically inside the school.
Modules in School Management Software
School management software comes with a multitude of modules. Some of the important modules that an SMS comes with, have been listed below:
A key focus of school management solution is to improve campus operations and automate redundant tasks. The campus management module of an SMS helps in managing different verticals like campus administration, visitors & security, gate-pass generation, appointments etc.
The campus management software
can be further divided into hostel, canteen and transport management, which are integral functions (depending on your institution). These features will be discussed in detail later, but for the purpose of this conversation, the campus management module helps in administrating and streamlining them.
Student & Faculty Management
Any educational institution needs faculty members to teach and students to learn, and the faculty & student database management system assists with managing this vertical. The student management system handles admissions, student registrations, classroom-wise division and, examination admit card generation & distribution. A lot of these functions are automated like classroom-wise division, which the system calculates by factoring the total number of students, available faculty and classrooms, and set-norms about student-teacher ratio.
The faculty management module assigns classes to teachers, schedules timetables and assists with lesson-plan creation. Additionally, the faculty management module also works with the attendance management
module to help teachers identify absentees. This module is also useful for resource sharing among faculty members, through ‘share’ buttons within the solution.
Conducting examinations is tough business for most educational institutions
. There are exam eligibility calculations to be done, question papers to be created, classrooms and halls to be assigned and score assessment to be performed on a mass scale. The exam management module of school management app works on three levels: pre-examination preparation, exam day & post-exams.
In the pre-exam aspect, the SMS solution sends out exam notifications to teachers and students, schedules exam dates, assigns classrooms and invigilators, performs exam-fee calculations, prepares admit cards, creates list of eligible and debarred students, and helps with exam-paper creation. On the exam day, this module act as student information system as it helps in keeping a track of students who’ve appeared and, accordingly prepares a list of the answer sheets generated. In the post-exam aspect, the SMS helps in preparing grades for the students and assigns grades according to marks awarded. It also assists with result analysis and preparing score-sheets and result-lists that are put up on the college notice-board.
Attendance & Leave Management
School management software’s attendance
& leave management module records student attendance (through biometrics, ID cards or manually entered using a register), time entered and exited the class, and leaves taken. It does the same for faculty and staff members as well. Using the attendance & leave management system, your school can keep track of absentees (useful for examination and fine calculations) and automate the entire leave & attendance tracking process.
Human Resource Management
With the human resource management module, you can create an integrated and centralised employee database and manage it in a better way. Additionally, you can maintain comprehensive employee profiles covering a wide range of essential workforce data – dependents information, contact details, educational details, work history and more. You can also use the human resource management module to configure all master settings and sub-fields like company, department, sub department, employee hierarchy etc, as well as configure employee working hours and employee leaves for attendance & leave management
The HRM module
can be used by employees to apply for leaves and view their attendance details and time-sheet. Lastly, the HRM module generates various standard reports, which will satisfy even the most, sophisticated reporting requirements.
Fees & Payroll
Fees and payroll calculations
are integral administrative functions that a school database management system can perform. From fee plan creation to enrolling students in single/multiple fee plan, generating fee submission receipt to fee related reports, there’s a lot that the fees & payroll does to make your school operate smoothly.
The payroll module manages the payroll of both teaching & non-teaching staff. The school and college management system
performs payroll calculations, tax deductions, reimbursements and deductibles calculations, payslip generation, and any other function associated with payroll. The module distributes the correct salary to all employees and is auto-updated in case of new tax norms & updates. It’s a GST compliant system, which adheres to the necessary statutory compliances & regulations.
Features in School Management Software
Some of the key features that a school management software offers, are listed below:
School software facilitates the user in managing all admission-related activities such as student registration, fee collection, interview scheduling, classroom allocation, cancellations and the corresponding calculations, issuing transfer certificates, merit-list generation etc. It can also be used to help students upload documents
required during admissions and send out emails and text messages about admission-related news.
SMS’s hostel management feature assigns students to rooms, maintains a database of rooms occupied along with details of the occupants, move-in & out dates and, designates wardens and staff to hostel management.
The canteen & food court management feature keeps a track of raw material volume in storage, stock to be ordered, stock in excess, and other kitchen-related functions. Additionally, the canteen management feature can also be used to design menus for the day/week/month, designate staff to kitchen and set schedules for kitchen clean-up.
If your school deploys buses or vans for teachers and students to come and go, this will be a beneficial feature to have. Transport management designates students and faculties to school buses according to their area of residence, schedules bus timings, assigns staff to drive and maintain the vehicles and performs other fleet-management related operations.
Homework & Assignment Management:
Your faculty can use this feature to create and track assignments and homework. Using the homework & assignment feature, students can submit their assignments online and, teachers can download, review and assign grades for assignments. The homework management feature works with the exam management module and informs the latter of grades assigned and students whose assignments haven’t been received/graded.
With the library management feature of a school software, users can create a customisable library management software and access library resources from anywhere. The library staff can use it to track and manage library data including book records, circulation (date borrowed, borrower name, dues generated in-case of late returns), cataloguing etc.
Scholarships & Financial Aid:
Most educational institutes provide some form of financial aid/scholarships to students from non-privileged sections or with financial problems. The scholarship management feature can be used by the administrative staff to view information about students who’ve received financial aid/scholarships, track financial aid and scholarship distribution information and, maintain a database of students in the running for scholarship and financial aid.
Faculty members can use this feature to generate reports on student attendance, report card, grades, coursework, assignments, and behaviour. Additionally, reports about different functions pertaining to faculty, administrative staff, campus management, hostel, library, canteen, transport and payroll, can be generated using this feature.
Schools and teachers can send parents’ reports and updates about their ward’s performance and attendance, send reminders about fee payments, communicate grades and report bad behaviour & unwanted incidents caused by the student.
Advantages of School Management Software
A school management software gives schools and administrators a lot of advantages, which helps in improving their overall efficiency. Some of these are:
Improve Administrative Efficiency
A school management software helps users with the crucial operations integral to a school’s functioning. You can automate a lot of tasks, which leads to less hours spent manually performing them, in-turn saving time and effort. The ability to perform different tasks through a unified platform, helps in fostering collaboration and improves resource sharing. Also, the ease of report generation, managing admissions, faculty & student management, examination & assessment management etc, helps in streamlining the overall operation, thereby improving efficiency.
Improve the Learning & Teaching Experience
With a school cum learning management software, you can better engage students, faculty and the staff to improve learning & collaboration. Through modules for assessment, attendance management, classroom scheduling and such, you can ensure a better and more successful learning & teaching experience
. This also improves the relationship between school, students and faculty, significantly.
Decrease Operating Cost
The best school accounting software provides you a detailed idea of your expenses across different verticals, helping you take financial decisions that reduce cost. Additionally, an SMS removes the need to maintain physical records, significantly reducing money spent on procuring paper and stationery.
Simplify Processes & Gain a Competitive Edge
With an SMS, simplify academic and administrative processes for easy access and use your school project management system on a multitude of devices (computers, tablets, mobiles). Using a school management software, you can manage your school’s functioning seamlessly from start to finish. A student management system ensures an improved student experience, with better performance, which helps in gaining a competitive edge.
Having a digital repository of data is not only helps in cost & space saving, but also aids in maintaining your data’s integrity and security. School management solutions are built with the latest in security and encryption technology, which keeps your data secure. There’s also the option of maintaining an easy-backup of your data, to be safe against unforeseen circumstances.
Easy Communication with Parents
School management systems come with email and text message sending capabilities, so you can communicate with parents with ease. Crucial information pertaining to a student’s performance or changes to a school’s policies, can be easily communicated with a few clicks.
As your school grows and your student, staff and infrastructure volume expands, you don’t have to worry about switching SMS. School information management system is highly scalable and can support your growing institution with complete ease.
The Cloud Advantage
You can avail a school task management software as a cloud-based solution. The advantages of using a cloud solution are plenty, the most significant of which is the security factor. Cloud is a very secure option, and the latest in encryption technology ensures that your data stored on a remote server stays secure. Cloud-based solutions also remove the need for maintaining physical servers and ensures that your important data & records aren’t lost in case of property damage.
Q. Am I required to purchase IT infrastructure to use school information management system?
No, you don’t have to buy new IT infrastructure to use an SMS. A school management system can be used with a Windows or Mac powered computer device with absolute ease. You can also integrate and use your SMS with tablets and smartphones.
Q. What should the student-strength of my institution be, to use an SMS?
There’s no minimum or maximum number of students required to use an SMS. You can be a vocational training institute with 15 students, and still stand to gain a lot using a school management software.
Q. Cloud vs On-Premise: Which school management software model should I get?
That’s a decision only you can make, as it’s dependent on your requirement. An on-premise model is suited to schools with the capability to house IT servers and infrastructure, and with a dedicated IT team. Cloud model is for those institutions without a dedicated IT team or the requisite infrastructure. Having an on-premise SMS can be a bit costly, since it entails infrastructure purchase on top of license purchase & maintenance cost. A cloud model offers the ability to pay for license without the added cost of infrastructure procurement.
Q. How difficult is it to integrate a school management software with my existing computers?
Not at all. Top school management software
can be integrated with absolute ease, with your existing system. It can also work in tandem with other software, even though you won’t require any other solution if you use an SMS.
Q, Will I need to dedicate a lot of resources to train my employees in using school management software?
When you purchase an SMS for your education institution, you’ll be trained by professionals who’ll guide you and your team through the solution. Additionally, there are user guides and tutorials that can be used to easily navigate and use this solution. So, no you won’t have to dedicate too much resource into training your staff in using an SMS.
Q. What benefit does a tuition centre or vocational skill training institute get, by using the best school management software?
A school management software in India contains modules for admissions, student registrations and headcount, as well as examinations. These are common aspects of any educational institution and will help your tuition centre/vocational training institute in digitising your operations, reduce pressure on your staff and streamline different functions through a single unified platform.
Q. My institution doesn’t need all the modules offered by an SMS. Can I only get the ones I need?
Yes, you can purchase an SMS solution customised with just the features you require for your institute.
If you’re planning to purchase a school management software in India, here’s a few things you should consider before making the leap:
Be Clear About Need
Before making a purchase, you need to be clear about your need and what you expect from the best school management software. Is student and faculty management the primary reason to buy an SMS? Are you looking for an SMS to streamline your administrative duties? Or, are you more interested in the hostel, library or transport management features? Having clarity of your requirements will also let you identify the best solution and accordingly, customise it to fulfil your need.
What’s Your Budget
Budget is an important factor when creating your school management software price list. In today’s market, there are several SMS’s available in different price ranges. If your budget is limited, you can opt for a cloud-based solution on a monthly/annual subscription basis. However, if budget isn’t a constraint, you can opt for an on-premise solution. You can also go for an SMS that is customisable and use only the features you need, significantly reducing cost.
Get a Demo First
Most school management software providers will be willing to provide school management software demo or a trial version, and it’s imperative that you use it. Using a demo/trial version of the solution will help you get familiarised with the tool and get a better understanding of its nitty-gritties. A demo version will also help in realising if it’s suited to your school.
How’s the User Experience (UX)
UX is an important part of any software’s functionality. Your experience of using a solution, it’s design aesthetic and ease-of-use, play an important role in making a purchase. If aesthetics’ weren’t important, everyone’s school management software would look the same. An exhaustive SMS filled with modules, will not overwhelm the user if it comes with a clean and friendly interface.
List of Best Sellers
- Qualsoft QualCampus – School
- Qmarksoft School Management System
- Shahidoon SchoolTonic
- School Magica
- Hex Myskoolapp
- Krtya MyiSchool
- HyperDrive HD School
- Digiclay IMS