International Transactions in Applied Sciences

July-September 2011, Volume 4, No. 2, pp. 219-230

ISSN-(Printing) 0974-7273, (Online) 0975-3761
© AACS. (www.aacsjournals.com) All right reserved.

ERP Involves the Seamless Integration in Educational Sector

Ashok Kumar1, Vinit Kumar Sharma2, Padmveer Malik3

1Associate Professor, GRD Institute of Management & Technology, Dehradun
2Associate Professor/Dean, SIET, Parbudhnagar, Uttar Pradesh.
3Associate Professor, MIT, Muzaffarnagar

ABSTARCT
ERP systems include several configurable modules that integrate core business
activities into a single environment based on an integrated, shared database.
Enterprise Resource Planning (ERP) systems have been recognized as the most
important development in the corporate use of information technology in the
1990s (Davenport, 1998), promising seamless integration of all the information
flows throughout a firm. This applies to ERP system applications, which are seen
as key in supporting business processes in many organizations. ERP involves the
seamless integration of processes across functional areas such as finance, human
resources, manufacturing and logistics. They support improved workflow,
standardization of business practices, and improved capabilities.
Implementation of enterprise resource planning (ERP) systems improves
corporate performance. But implementing an ERP system is a costly and time-
consuming task and these costs are due mainly to the short supply of
professionals with ERP skills. This paper discusses about the demand of ERP
professionals in the industry, ERP education Scenario in Indian context requiring
integration of Business Schools with industries.
This paper reveals a clear view of education ERP, as education industry is one of
the prime industries in India. Its importance in commercial value is less
appreciated but its contribution to nation building is well known. With the
ERP Involves the Seamless Integration in Educational Sector 220

surprising growth of the education sector, education institutes are becoming

complex organizations. This paper discloses the impact of Education ERP over
education participants, i.e. how; they will be beneficial after having this solution
in their Colleges/Universities.

Keywords : ERP, EERP.ASP and HRM

1. INTRODUCTION
1.1. ERP in Education
Most organizations across the world have realized that in a rapidly changing business
environment, it is impossible to create and maintain a custom designed software package which
will cater to all their requirements and also be up-to-date. Realizing these requirements of
organizations, companies have designed and developed ERP software, which offer an integrated
software solution to all the functional processes in an organization. Education ERP is an ERP
solution, especially designed to cover all the functionalities of any Educational Institute/
University/ Group of Institutions. Where, various users from the different areas carry different
roles and responsibilities. These users are Students, Teachers, Staff, Principal, Management,
Parents, and Alumni.
1.2. Characterization
Centralized Monitoring
Integrates all the participants
Access independency
Economically feasible
Customized Reports
Automation of functionalities
Global coverage
Web enabled
Reduces paperwork
Easy data sharing
221 Ashok Kumar, Vinit Kumar Sharma, Padmveer Malik

Increases collaboration among all the participants

Integrated data
The strength of Education ERP increases many fold with the integration of other ERP packages
like HR, Payroll, Accounts & Inventory, Library etc. as shown in the diagram below.

Fig. 1 : Integrated Education ERP

2. EDUCATION ERP OBJECTIVES

A fully fledged ERP solution
Streamline the education process
Zero redundancy
Smooth and HI-tech functioning for School, Colleges & Universities
Streamline the relation between educators, Students, Teachers, Parents, Management, guests
and alumni
Complete online and offline functionality
ERP Involves the Seamless Integration in Educational Sector 222

An interactive and communicative platform to all the students, shrinking the campus in small
close knit unit and bringing it at the global front.
A very effective marketing tool for the institute.
A very powerful communication system
Integrate internet based campus aspects under single platform
Get connected to parents and alumni in an effective manner
Brings down the administrative cost
An effective brand building tool
3. FORCES BEHIND EDUCATION ERP
Now, a discussion is here, why do you need an Education ERP? And what problems we are
facing in lack of an efficient education ERP? Some common problems are:
The fast accessing information from paper files is a difficult task.
Improper means of exchanging information between various departments.
Lack of interaction between departments.
No quick or easy way to keep the records of students and staff error free and up-to-date.
Wastage of hundreds of hours by staff each month manually entering information or
performing administrative tasks that could be handled automatically such as evaluation and
generating results.
Lack of accuracy in maintaining the financial records such as Fees, Salary and Expenses.
Lack of automation in calculating Fee balances or to find Fee defaulters.
Lack of automation for computing the staff's salary.
Lack of easy means or quick way to access old records.
Administrators spend too much time in creating Time-Table and in daily assigning the
substitutes for free periods.
Lack of means to provide parents and guardians access to student records.
4. Marits
Quick & streamlined flow of Information.
Improved existing processes.
Increased transparency & flexibility.
Improved Decision-Making Capability.
Improved utilization of resources.
Reduced query process Cycle Time.
Increased Productivity.
223 Ashok Kumar, Vinit Kumar Sharma, Padmveer Malik

Nullifies communication gap between departments decreases the total expenditure in terms
of paper, communication, human effort,
Saves more time for concentrating on imparting education.
Helps in networking with other stakeholders like parents, alumni, accountants, and
librarians.
Transparency of all major operations, and they are monitored by the admin.
Most benefits for the parents. Keeping a tab on their ward’s progress, seamless parent-teacher
communication process, and effortless fee payment process are some of the major advantages.
Fee management processes are completely safe and secure.
Automatic data updating.
Daily attendance, exam and class schedules, progress reports, cumulative progress reports,
etc. are automatically taken care of Integration of library, academic, administrative and
financial management systems.
All departments connected thorough one medium.
Better library access and management.
-effective and eco-friendly.
5. EDUCATION ERP BENEFITS
A centralized system which makes reporting at one place possible
Lessens paper work and eliminates the need to wait for manually prepare data sheets and
analysis reports
Prompt sending and receiving of data
Reduces redundancy of data
Decision making made unburden some due to instant access to required information
A platform for students to participate in forums that involve career discussions and other
important issues
Access to the library is simpler and easier
Instant reception of Campus News
Sophisticated flow of information regarding institute’s calendar, homework, assignments,
projects and announcements
Facilitates direct, easy and open communication of parents with Teachers and Management
Extremely easy to monitor the performance of the student at anytime, and from any corner of
the world
Saves man hours and money
6. DIFFERENT AREAS SUPPORT
6.1. Academic Support
ERP Involves the Seamless Integration in Educational Sector 224

Faculty Management
Campus Management
Program Management
Program Specialization
Section Management
Term Management
Project/Assignment creation
Projects allocation
Exam scheduling
Exam management
Results
6.2. Enrollment and Admission
Enquiry
Student Registration
Student portfolio
Student Branch Transfer
Promote Students
Enrolled Students List
Student lateral Entry management
6.3. Student Fees Management
Fees Heads
Fees Reminders
Fees Reports
Fees Structure
Print Fee Receipts
Receive Fees
6.4. Human Resource Information System
Employee profiling
Branch and role allocation Department
Employee Docs
Employment Category
Holiday List
Interview Type
225 Ashok Kumar, Vinit Kumar Sharma, Padmveer Malik

Leave management
Policies & procedures
6.5. Library Information Management System
Library acquisition
Library cataloging
Library circulation
Issue book details
6.6. Communication
E-mails
Messages
SMS
Notifications
Blogs
Chats
News updates
Notices
Social networking
6.7. Placement
Placement News
Campus news
Placement details
Placement Content management
7. BENEFITS OF EDUCATION ERP TO EDUCATION PARTICIPANTS
The ERP space in higher education is moving rapidly. The future integration of Internet
technologies, ASP hosting services, and expanded ERP(EERP) systems could help transform the
way higher education institutions operate in the 21st century and move closer to realizing the
goal of anytime, anywhere computing. Here are some benefits realized by the different User
Entities of the Education System through our Education ERP solution.
ERP Involves the Seamless Integration in Educational Sector 226

Fig. 2 : Education ERP and Education Participants

7.1. Benefits for Management
Easy access of all records at one place.
Channel to interact with staff, teachers, parents, students.
Saving man efforts and increasing productivity.
Unhindered, smooth management.
One point management System.
Transparency in operations.
Get connected with the parents.
Get connected with the alumni.
Economically viable
Better analysis and planning.
Global exposer of the institution.
A marketing tool for the institution.
Increases collaboration
Easy monitoring and controlling
Customized Reports
7.2. Benefits for Students
Platform to interact with teachers, experts and other students.
Share problems with their teachers.
Access library
Online exams
Participate in projects
Contribute to school in out of school hours.
Publish articles to share experience. Knowledge and views.
Participate in forums for career and other issues.
227 Ashok Kumar, Vinit Kumar Sharma, Padmveer Malik

Work in online projects with other students irrespective of the physical location and time
constraints.
Interaction with the alumni to get knowledge from different areas.
Get the attendance report online from anywhere.
7.3. Benefits for Faculty
Manage performance report.
Attendance automation
Publish online exams.
Interact with parents effectively and efficiently.
Effective planning.
Online projects and forums for students.
Publish notes, handouts and slides online.
Manage Video Lectures in efficient way
Manage online assignment.
Better monitoring over weak students of the class.
Reduces paper work
Reduces over efforts
Increases Efficiency
Easy Student Interaction
Class attendance and reports
7.4. Benefits for Parents
Reports of the academic performance of their ward.
Day-to-Day attendance report of their ward.
Effective & Timely communication of school activities.
Interaction with other guardians to share the Knowledge and experience.
A platform to interact with teachers and management.
7.5. Benefits for Administration
Easy access to reports
Getting accurate and timely data
Publication & Circulation of reports
Saving man hours for productive work
Increases efficiency of staff
ERP Involves the Seamless Integration in Educational Sector 228

8. QUANTITATIVE BENEFITS
 Savings from phased-out legacy systems
 Streamlines Education Processes
 Automates Important Functions
 Increases Productivity and Efficiency
 Big Savings in Person-hours
 Increases Revenue
9. QUALITATIVE BENEFITS
Improves data and process integrity
Enhances operational security
Reinforces accountability and transparency
10. CONCLUSION
An Education ERP system creates a single version of the truth because everyone uses the same
system. Education ERP improves workflow and the efficiency of an organization. For example,
Easy and quick way to pursue the completion of online- requisitions, similarly workflow
processes can forward the form along the approval path more rapidly than with traditional paper
methods.
Students get a new platform not only to gain but also to express the knowledge base inside them.
The simplified and effective way to of joint efforts of learning will give them a great ground to
run in up to the limits of their will power. Tools like articles and online exams do provide them a
new deal of learning and perfection.
Realizing that a student teacher relationship is the most important relationship in education, ERP
solution tries to give them a new media of interaction. This new media leaves behind the
limitation of time management and set curriculums. Irrespective of the course curriculum
teachers have ERP to share their best with their students using articles, online exams and forums.
In today's busy scene where often both the parents are working or living far away from the
institution, personal visits to the institution is really not an easy task. The Education ERP enables
them to have a closer look to their wards performance and will provide a fact based approach to
their wards life. Also all this can be straight monitored from their home or offices. Besides this e-
news, polling and forums brings them closer to the institution.
With the help of the ERP, college management has a systematic and easy approach towards
229 Ashok Kumar, Vinit Kumar Sharma, Padmveer Malik

maintaining and updating the different aspects of the website. All the management aspects of the
institution like the admission process, message broadcasting, notice boards, and e-zones
publishing are taken into account which not only saves resources but also provides efficiency in
working.

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