SCHOOL MANAGEMENT SYSYEM

By Vaishakh Solutions

Software that redefines the school management and administration scenario

We are proud to introduce one of the most technically advanced and user friendly software for school
management and administration automation. Our solution just not reduces the manual work and
administration hassles, but also keeps the goodwill of your school by maintaining closer relationship with
parents, students and staff.
We assure that you could save at least 1000 man hours every year using our software.

Total Package
 School Management Software
 Web application (For parents, students, teachers and administrators)
 IVRS (Interactive Voice Response System)
 SMS System
 Alumni Web Application

Features of the system

 End to end connectivity - Complete integration and end to end automation of financial,
academic, administrative and management operations.
 Automated applications and information tools - A variety of automated communication channels
like web applications, IVRS (Interactive Voice Response System) and auto SMS that helps
improve parent-school interactions and enables parents to have a complete track record on the
status of their child.
 Simplifying operations with affordable solutions - Simple solutions with reduced manpower for
various complex operations like timetable generation and exam hall planning improving
efficiency and driving down costs significantly.
 Time saving and user-friendly solutions a single click away - Single click solutions for many of
the time consuming operations like payroll, staff substitution, fee collection etc utilizing time of
the administrative staff effectively.
 Access to information anytime, anywhere - Bringing down the communication gap in and out of
the institution down to zero by providing user specific information with a single mouse click at
anytime and anywhere.
 Quick implementation and turn around time - Smooth implementation of operations in an
automated manner with minimal effort using an affordable infrastructure at your institution .

Modules and functionalities

System Role Base Security Management, Privilege settings on view, add, edit, delete, print and export, User Creation
Administration and privilege setting, Database back up and restore
Student Admission Student Registration, Entrance test management , Student Admission, TC Details, Previous history
management, Student Id Card generation
Student Management Class Register, Daily Attendance, Extra curricular activities, Discipline and conduct tracking, Student
Performance Consolidated Reports, TC Management
Staff Details Staff Details, Staff Qualification, Staff Experience, Staff Extra responsibilities, Staff Certificate Management,
EPF, PAN, Bank A/C etc
Staff Management Defining leaves, Staff Attendance, Staff Leave History, Staff complaints, Biometrics Attendance
Time Table Flexible Timetable creation and modification, Acting work (Staff Substitution on leave), Staff Time Table,
Student Time Table
Fee Management Fee Structure, Fee Exceptions, Fee Discounts / Scholarship, Extra Fees, Late payment fine, Advance fee
collection and adjustments, Single Window Fee Collection(Cash, Cheque and DD), Fee Due Tracking, Fee
Receipts, Fee Refund, Receipts Cancellations, Fee collection record tracking for each user
Hostel Management Hostel Admission, Room Allotment, Study Time Management, Hostel calendar, Hostel Attendance, Student
(For boys and girls) expenditure management, Hostlers Discipline and conduct tracking, Discount calculation for long leave and
 Vacations
Pharmacy Students Case Sheet, General checkup reports, Medicine inventory
Mess Management Mess inventory management, Purchase tracking, Stock management, Menu management, Food quality
feedback
School Store Store inventory, Class Pack Creation, Class Pack Sales, Store Accounts
Payroll Salary Heads, EPF Management, Salary Advance, Payroll calculation, Salary Payment (Cash and Bank),
Statutory Reports and forms
Library Management Membership Management, Book Inventory, Book issue and return, Book Tracking
Clubs Club Creation, Club Fee, Club Membership, Club Reports
Transportation Vehicle Management, Bus fee management, Students and Trip Management, Vehicle Staff Management, Tax
Management and insurance management
Examination Exam Register Number generation, Exam Scheduling, Exam room arrangement, Mark List, Student Promotion,
Management Students Performance Analysis, Staff Performance Analysis
Accounts Cash Book, Bank Book, Payment and receipts, Ledger, P&L , Trial Balance, Balance Sheet Integrated with all
other modules
Asset Management Asset Inventory, Asset Sales, Depreciation calculation, Damage calculation
Budget Purchase Estimate, Cash Estimate

Reports for parents in school web application

1. Student Attendance Report
2. Student Mark list
3. Rank List of all classes
4. Mark comparison and analysis report
5. Monthly School Calendar
6. Monthly Exam Schedule
7. Bus routes with stops
8. PTA meeting schedule
9. Notices by school management
10. School News
11. School Result
12. Achievements in Arts and Sports
13. Complaints and appreciations by teachers and administrators
14. Medical checkup reports
15. BMI reports
16. Hostel Calendar
17. Daily Hostel Menu
18. Hostel Attendance
19. Complaints and Appreciations by hostel warden and study masters
20. Hostel Mess Bill and other expenses
21. Parents could convey their suggestions to management via website.
22. Management could reply to each suggestions, if valid
23. Parents can download digital pictures of their children participating in any special functions, Arts or Sports from
photo gallery published by school
24. Students can publish their articles, poems, short stories, paintings etc. in Online School Magazine to develop
their creative talents. Sample web site: www.dpmschools.com. (Click the “Guest” button to view the sample
reports)

Reports for parents in school SMS application

1. Daily attendance
2. Mark details
3. Top three marks
4. Fee due details
5. Announcements
6. General greetings
7. School result
8. Admission result
9. Automatic birthday greetings
10. BMI (Body Mass Index) report
11. Fee payment confirmation
Reports for parents in school IVRS (Interactive Voice Response System) application

(IVRS is a system that works with a normal telephone. When a user dials to an IVRS number it would
automatically give information as per the user inputs. For example when a parent dials, IVRS will ask for his / her
options like - dial ‘one’ for marks, dial ‘two’ for attendance dial ‘three’ for fee details etc.)

1. School notices
2. Announcements
3. Mark details
4. Rank list
5. Attendance details
6. Fee due details
7. Hostel Menu
8. Complaints about a student
9. Appreciations about a student
10. School results
11. School entrance results

Alumni Web Application

Web application for alumni will enable schools to keep close relationship with all the students passing out. When
a batch of students passes out, the school could add all those students as alumni members on the web site,
providing all information about their schooldays automatically.
This website will be one of the most cherished places for each student in their life time.

Facilities

1. Members - Old School Photographs

2. Mark of term test and revision test
3. Teachers’ appreciations
4. Students’ achievements
5. Members could update their current address
6. Members could update their current job/study details
7. Discussion form
8. Members could publish their articles / other creativities
9. Members could receive the alumni news
10. Members could give messages / suggestions to the school and get acknowledged
11. Name, year of study and current working place can be viewed by for all the students at anytime.

Case study of Veveaham Higher Secondary School,

Dharapuram, Tirupur district
Secretary - Mr.K.Boopathi
Established in - 2004
Total student strength - 3000
Number of hostlers - 1500
Number of teaching staff - 175
Number of non teaching staff - 125
Number of class sections - 70

Student Admission management using the system

More than 1200 students attend the entrance test every year.
  Sales of application form, billing, entrance registration and keying in the details of students
could be done simultaneously with the system.
 Filtering the students is very simple and easy using the system.
 The entrance results are transferred via the website, SMS and IVRS.
 The results made available through web site (www.dpmschools.com), SMS and IVRS, includes
details such as fee payment, joining date and book distribution date etc
 Those who are selected come to the school on the scheduled time with the fee specified in the
details sent through the above channels.

With this automated system the whole admission process was turned smooth and error free!!

Time Table management using the system

The school has classes from 6 to12, 175 teachers and more than 70 sections.
 Manual time table framing for such a case, may take many weeks with the effort of several staff
members. With our system a single person completes the job in one and a half days with
absolutely no help from others.
 Another big issue faced was - Need of frequent change in the Timetable due to staff turnover,
long leave etc. With our system in place, whenever such situation arises, this could be done in
few minutes with minimal changes in Timetable of other classes.

Management of Fee Collection using the system

Every month on hostel visitor’s day, about six hundred parents visits to pay the fee.
Fee collection time is from 2’O clock to 5’O clock.
With this software:
 Now, within this short time all the parents pays their fees’s and receives their computerized
receipts and by 6’O clock office staffs closes the account by preparing all the accounts notes
and clearing of the cashes and cheques
 The school has many other hassles like scholarship, individual discounts, advance fee payment
by parents, extra fees like medical fee, club fee, store fee, mess fee, deduction for absentees
etc. related to fee collection. The school is now enabled to do any kind of adjustments related
to fee collection with no extra effort using the system.
 Parents are able to know their fee details from website, SMS and IVRS which avoids any need
of manual effort to follow up for the fee payment.

Examination scheduling and management using the system

 All exam related activities like exam scheduling, hall and seating arrangement, mark list
preparation are done using the system.
 Immediately after the evaluation of each examination the marks are send to the parents by SMS
which could also be published through IVRS and website.
 A detailed analysis of student and staff performance is also done using the system for further
improvement.
 Student Performance Management using the system
 When a student or parent comes to meet the school authorities, all details can be furnished
before the parent by a single click of the mouse, which includes his academic performance
analysis, extra curricular achievements, discipline, attendance etc.
 This also permits them to manage meetings effectively without depending on any of the
teaching or non teaching staff.
 All details regarding academic, non academic and discipline are sent to the parents b y SMS
and by publishing the same on the website and IVRS.

Staff Management using the system

Staff attendance using biometrics, leave entry and assigning substitution work are completed now
everyday, with in just few minutes and absolutely with no complaints from any of the staff members.

Payroll Management using the system

 On the salary date, with a single mouse click on the ‘salary calculation’ screen, the in charge is
now able to view and receive a complete salary statement with leave cuttings, late joining
deduction, early relieving deduction, salary advance deduction and EPF deduction.
 Within two hours they are able to complete the salary distribution and close the accounts.
 With a single mouse click, the system will record all the transactions related to the salary
payment in to the accounts.
Hostel Management using the system
 With strength of 1100 boys and 400 girls, managing the hostel is a huge and highly challenging
task. But now, with the current system, the school manages its hostels smoothly and with no
complaints
 Comparison reports of those present and absent in school and hostel, and even tracing the
students who skips the study time is now done in a very easy manner
 Maintaining individual health record and special requirements are also being done very
effectively
Mess Management using the system
 Preparation and supply of high quality food for more than 1700 people including staff and day
scholars is a non easy task.
 Maintaining the inventory and tracking the usage, wastage, and the quality with which it is done
is really challenging. Now, the school is does it with maximum efficiency - minimal effort by just
using our system. In order to satisfy the quality metrics, they evaluate the feed back on the
quality of the food and track the usage and wastage on a daily basis with absolutely no hassle.
 All reports related to the accounts and stock keeping is submitted at the time of the board
meeting every month.

Transportation Management using the system

 Fifteen buses take trips around 40 km radius of the school and carry about 1000 students to
and from the school.
 Many buses are also employed for multiple trips.
 Admission, change of stops, tracking trips and students are managed smoothly without any
complaints from parents and students just with this automated transportation management in
place.

Accounts Management using the system

 The transactions which include fee collection of 3000 students, salary payment for 300 staff
members every month, expenditure of hostel with 1500 students, a lot of other expenses,
advances and loans, sums up to a substantial amount and requires a lot of effort and attention
from both management and staff to make it accurate and effective.
 With this software, even without qualified personnel in accounting, the staffs are very much
able to handle the accounts with out almost any effort and keep every record up to date at
every point in time.

Web
 Every day more than 350 parents or relatives visit the school website.
 Despite the fact that the school is in a rural area, this is a very positive number.
 The reason of interest is that they are able access more than 30 reports about their children;
news’s and notices, up to date general information, photo gallery and have the facility to
communicate with the management via the web site.

SMS
 Every day at 11.30 the school sends a message to the parents of all absentees.
 Every evening the school sends the latest mark list to the parents.
 Notices, Greetings and Fee reminders are sent time to time.
 Apart from this, parents can also send SMS queries and receive answers on questions and
concerns about 20 different types of information categories.

IVRS
 Parents have shown a keen interest to collect their required information via IVRS.
 They have been collecting the information on marks, attendance, discipline, hostel menu and
fee balance from IVRS.
 In a year the school has received about hundred thousand calls on the IVRS.
Feedback from the secretary, Veveaham Higher Secondary
School, Dharapuram
1. Why did you select School Management System by ‘Vaishakh Solutions’
for your institution?
 It covers a wide spectrum of applications catering to school requirements. That means
all the areas relevant to school administration and its management have been
thoroughly considered while the software was developed.

2. What improvements do you experience after implementing School

Management System by ‘Vaishakh Solutions’ in your institution?
 Total administration in school management has become easy.
 More accuracy in handling day-today activities.
 Collection of fees becomes easier, faster and more accurate.
 The capability to analyze each student individually adds to the reputation of the school among
parents. For any number of students, our administrators are able to furnish all the details by a
single click of the mouse.
 Support for Account Management has been immensely appreciated by our office staff. Their
work load has declined substantially after the implementation of the system.

3. How do you differentiate School Management System by ‘Vaishakh

Solutions’ from other softwares you have evaluated earlier?
 Requires Minimum level data entry.
 Have maximum report options.
 Require less man power.
 Extremely user friendly. System administrator need not be necessarily an IT person. Graduate
of any discipline can manage and operate the system with ease.
 Integrated solutions and functions reduce replication of work.
 Long term service with proper AMC, which is seen lagging in other softwares.

4. When we speak of a mark oriented environment, do you believe the

School Management System by ‘Vaishakh Solutions’ is a helpful tool to
achieve the goal of high mark scoring?
 Yes, substantial mark reporting and mark analysis tools help in achieving high marks. Marks
reports shown/sent to parents immediately after the exams are over, makes the parent take
special care and provide better guidance to help the student achieve high scores.
 Mark analysis like failed in 1, 2, 3, 4 and 5 subject, average mark of the whole class, highest
and lowest three marks in the subject/ class helps to assess the student’s as well as teacher’s
performance. Domains where there is a lapse or lacking could be soon identified and remedial
measures can be taken in the right direction.

5. Which are the areas you could save time significantly after implementing
School Management System by ‘Vaishakh Solutions’?
 Time saving areas:
o School admission
o Mark analysis
o Fee collection
o Account entries and their reports
o Hostel management
o Parents meeting
o Students performance analysis
o Teachers management
o Time table generation
o Substitution for leave availed teachers
o Exam hall allotment and many others…
 Advantages
1. Easy to get reports of multiple institutions from any one place.
2. More than hundred and twenty reports that can be filtered with multiple
conditions
3. Ready to use and time tested, so quick implementation.
4. Role based security to prevent the unauthenticated use of the software.
5. 100 percent error rectification and software supports can be done over
internet.
6. Anybody with basic working knowledge of computer can operate the
system.

Technical Advantages:

1. It will run any normal PC, no need of special infrastructure.

2. It is not going to be replaced by any new technology in the future.
3. Support for network up to ANY number of computers
4. Support for all type of printers
5. Support for all kind of devices that can be attached with a computer like
scanner, card readers, Biometrics fingerprint reader, digital camera, micro
phone etc.
6. Support for web enabled applications
7. Support for mobile devices like smart phones, PDA etc.

For enquiries contact:

Tamilnadu Mr.V.Vinodkrishna 094862 75151
n
Bangalore Mr.Dinoop 097417 55760
Kerala Mr.Brijesh 098954 05415