Opetus Erp
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The document outlines a comprehensive management system for educational institutions, detailing modules for admission workflows, academic tracking, student lifecycle management, fees, attendance, HR/payroll, library, and canteen operations. It emphasizes customization based on user-specific criteria, as well as the integration of various processes to streamline operations and enhance efficiency. Additionally, the document addresses technical requirements for both client and server setups, ensuring proper support for the system's functionalities.
Opetus Erp
- 2. SCHOOL / COLLEGE / UNIVERSITY MANAGEMENT TRUST INSTITUTE COMPANY LOCATION CANTEEN
- 3. ADMISSION FLEXIBLE ADMISSION WORKFLOW Prospect Tracking PA-AS Individual Admission Multiple Admission Admission process can be customized based on user specific criteria like academic merit, campus proximity, alumni/employee child, quota system etc… Admission Transfer Admission Cancellation Deactivate Student Sale Of Forms Advertisement Details Enquiry Media Planning By Word Of Mouth , Press Release , Advertisement , Viral Marketing (SMS, Tele calling , Email , Whatsapp Etc.) Advertisement and Marketing will generate the enquiry On the basis of Enquiry generated Institute will announce the closing date for Sale of Forms
- 4. Prospect Pre Admission Filter Prospect To Applicant FLEXIBLE ADMISSION WORKFLOW Interested candidates will read the Pre admission criteria from the Form before applying for the admission . If all the requirements are fulfilled as per the Admission Rules he will become an Applicant. ADMISSION
- 5. Applicant To Student After validating Documents and as per Academic Merit criteria 1st, 2nd…nth MERIT list will be generated. Selected Student will be informed by EMAIL, SMS, WEB Publishing for the Fees payment. FLEXIBLE ADMISSION WORKFLOW ADMISSION
- 6. FLEXIBLE ADMISSION WORKFLOW Summarizing the various admission process Customizable stages of admission from release of advertisement, prospect enquiry, prospect tracking and follow-ups, prospect to applicant, merit list generation, applicant to student Customizable criteria for merit list generation, aggregation of scores across various stages of admission such as academic merit filters, group discussion, personal interview, micro presentation, caste category and quotas, preferential admission etc… Policy base generation of enrollment, general register, fee book, roll numbers etc. Every transaction for admission cycle such as cancellations, transfers, refunds, campus adjustments supported in module linked with accounting implications ADMISSION
- 7. ACADEMICS ACADEMIC WORKFLOW BASED ON RESOURCE AVAILABLE ACADEMIC IS LARGELY DIVIDED INTO VARIOUS CATEGORIES AT MACRO LEVEL LIKE SECTION , STANDARD , DIVISION , SUBJECT , EXAMS ,RESULT ETC…. ACADEMIC MASTERS GENERATION ACADEMIC MASTERS ALLOCATION
- 8. SECTION AS PER THE MODEL OF EDUCATION SECTION MASTER IS CLASSIFIED IN DIFFERENT CATAGORIES…… SECTION MASTER FOR STATE BOARDS/ICSE/CBSE/IGCSE/IB Schools get largely divided into sections based on age group from 3 to 16 years. SECTION MASTER FOR JUNIOR/DEGREE COLLEGES SECTION MASTER FOR B-SCHOOLS (MANAGEMENT COLLEGES) ACADEMIC WORKFLOW Colleges gets divided into section based on academic years i.e. 10+2+3/4. POST GRADUATION vary between 1-2 years. DISTANCE LEARNING courses can be for short duration of few months to several years based on electives. Certain management programs need rigorous training and education. Such courses are categorized as FULL TIME. Some programs are designed for working professionals these are generally PART TIME courses. Programs designed for particular industry are generally JOB ORIENTED COURSES ACADEMICS
- 9. STANDARD / PROGRAM Pre primary - Junior / Senior K.G (Kindergarten) Primary - Standard First (I) to Fourth (IV) Secondary - Standard Fifth (V) to Tenth (X) For IB : Primary / Middle Years Program PYP is for primary students with age range 3 – 12 years MYP is designed for students aged 11 to 16 ACADEMIC WORKFLOW STANDARD MASTER FOR STATE BOARDS/ICSE/CBSE/IGCSE STANDARD MASTER FOR JUNIOR/DEGREE COLLEGES For Arts / Science / Commerce Junior College - FYJC / SYJC Degree College – FY / SY / TY (BA , BSC, B. Com) For Architect / Engineering First Year – FY B. Arch / B. Tech (B.E) Second Year – SY B. Arch / B. Tech (B.E) Third Year –TY B. Arch / B. Tech (B.E) Fourth Year – FRY B. Arch / B. Tech (B.E) DIVISION / BATCH DIVISION MASTER FOR SCHOOLS / COLLEGS Normally divisions are defined as A – DIVISION B – DIVISION . . . Nth – DIVISION Depending on the resources available. ACADEMICS
- 10. ACADEMIC WORKFLOW ACADEMICS Trust is a collection of institutes … Institute is a collection of company (ies) … Company/Institute is a collection of sections … Section is a collection of standards/programs … Standard is a collection of divisions/batches … Division/Batches is a collection of students
- 11. TIME TABLE ENGINE – RESOURCE SCHEDULING Supports exhaustive data capturing of scheduled resources and linked parameters Scheduled entities, relationships and constraints dynamically linked as per student electives, faculty and infrastructure availability Import and export of data and linked entities in XML formats for third party integration Manual adjustments to resolve conflicts supported Unplanned disruption and notification to concerned stake holders possible by email / SMS Infrastructure scheduling of events, bookings and cancellations supported and linked with accounts Proxy list for substitution as per skillset availability supported ACADEMICS
- 12. STUDENT LIFE CYCLE Can manage any information related to students; analyze student population against corresponding information you define (e.g., attendance, grades, schedules, demographic info, discipline incidents) Complete management of life cycle from prospect to applicant to student to alumni. Historical data provides discipline activity in chronological order. Supports non academic assessment and behavior logs, user defined offense and action codes. Severity levels may be assigned to each offense. System can manage historical data across every state transition across academic/ account year/ institutes and locations. This help track transfers, stages of academic progress in graduation progress The system creates reports specific to your requirements by range of dates, discipline officer, advisor, range of severity, grade, and many others. STUDENT LIFE CYCLE
- 13. FEES MANAGEMENT FEES OPETUS has a fully built in fee assessment and tracking system. Fees and tuition can be pre-defined or miscellaneous fees can be added at any point in time. Fee collection data can be exported and used in external programs and spreadsheets. Customize Fee Heads, Fee Groups and Fee Structures as per institute. Fees allocation as per different standards / divisions, staff child, etc… Fees can be paid GR Number wise , Monthly , Quarterly or Yearly across the fees counter at School Online Payments Supports ready integration with any payment gateway being used in the school. Different types of file format can be imported in system , If paid directly into the bank The invoicing system accommodates interest charges, late fees, fines and includes detailed itemization and associated accounts. Built in reports and graphs that show actual payment history, and projected revenue based on applied fees structure. Other features can be used occasionally
- 14. Cumulative periodic assessment outcome for academic subjects can be termed as exam. Based of various models of education the pattern of evaluation varies and so does the frequency of conducting exams. Periodic and continuous assessments is the ideal way to gauge learning outcome (also known as CCE- continuous and comprehensive evaluation). Various evaluation methods exists and most are supported by OPETUS for calculating Ranks, grace, grades, GPA, CGPA (absolute/relative/user definable) EXAM & RESULT RESULT Customisable exam & result patterns as per State Board,ICSE,CBSE,IB SCHOOL,COLLEGE, UNIVERSITY standard. STATE BOARD : Configure Exams & Reports as per the format prescribed by the State Board. ICSE : Configure Exams & Reports as per the format prescribed by the ICSE board.
- 15. TYPICAL EXAM SCHEDULE Some state board schools have semester exams preceded by two unit tests whereas some have only one Some management colleges and professional programs can have a short duration or can extend beyond a year. Unlike schools, higher education has revaluation and re-exams. This complicates the entire process of assessment as historical records become future calculation variables. Process of final result calculation, processing and publishing gets stretched and creeps into future terms RESULT
- 16. ASSESSMENTS METHODS Opetus exam configuration allows teachers to define unlimited assessment methods, associate them in hierarchical parent child relationship, define weightages and even interpolate / extrapolate marks as needed for final result metrics defined by state boards or regulatory authorities. QUANTITATIVE ASSESSMENT QUALITATIVE ASSESSMENT FORMATIVE ASSESSMENT SUMMATIVE ASSESSMENT VIVA / ORAL PRACTICALS ASSESSMENT RUBRICS EVALUATION MATRIX AS PER ASSESSMENT RUBRICS RESULT
- 17. ASSESSMENTS DEFINITION FOR AN EXAM (QUANTITATIVE ASSESSMENT) RESULT
- 18. RESULT PROCESSING WORKFLOW Rule based engine for assessment evaluation Unlimited levels of hierarchical breakup of assessments Can link projects / assignments / non academic assessments into main stream result evaluation Support for integer / float based calculation with user definable round off Can notify all stakeholders for pre / mid / post result notifications and collaboration Support for barcode based answer sheets or data entry Supports interface with third party / university web services to push / pull assessment data Allows to define and evaluate measurable levels of proficiency or rubrics while calculating result Supports web publishing of results which can be student / class / division specific – general or personalized or bulk emailed to individual students RESULT
- 21. ATTENDANCE Manage attendance daywise, monthwise, groupwise, sessionwise, subjectwise, facultywise Supports absence, exemption, leave application mapping, approved absence, late arrivals, user definable tags Notify real time status updates to parents. CRON / Scheduled event can be configured to push notify parents about absence Supports linking of attendance to assessment / result and apply rules for negative credits Can link attendance to lesson plan and take session feedback / faculty ratings Supports behavior log tracking for non academic assessment / psychometric analysis / student counseling ATTENDANCE
- 22. TYPICAL ATTENDANCE WORKFLOW Track daily and period/session attendance history Easily automate attendance with bar codes, biometric or smart devices. Quickly log absent / tardy / dismissed students Record reasons / comments with each attendance incident . Input attendance either at a central office or remotely in each classroom. Manage teacher absences and substitute teacher assignments Update attendance from a single transaction for a class of students or for a single day or range of dates for field trips, etc… Support for manual or automated attendance from any device Schedule automatic device reads and push abnormalities to concerned roles ATTENDANCE
- 23. HR / PAYROLL HR/PAYROLL Effectively supports generating employee payrolls as per the 5th and the 6th pay commission. Supports tax calculations and all other statutory reports. Multi Location / Company / Department wise allocation and tracking Automated template based recruitment process supported as per employee class Supports user definable salary criteria’s, employee class, scales, leaves and salary ranges User definable scales, relational / dependent scales with tracking across appraisals Dynamic arrear adjustments and tracking of smallest salary adjustments Over time, leave adjustments and compensations supported with user defined options Various modes of payment supported for salaries (cash, cheque, instrument based etc ...) Interface with every attendance recording machines and smart / biometric devices Browser interface for enabling offline leave applications and multi-site attendance management Tracking of employee related expenses across various cost centers, projects or events Project or event based employee performance and analysis which can be linked with appraisals Supports daily, weekly, bi-weekly, semi-monthly and monthly pay periods. Generate Payroll of staff every month with a single click.
- 24. LIBRARY WORKFLOW Fully-integrated and intuitive user environment with online help tutorial Circulation and cataloging of books, videos, records, periodicals, etc. Support major formats of book / media classification / user definable taxonomy Barcoded/RFID/biometric ID cards and book labels/tags User-defined stop words, keywords and circulation rules Automatic generation of user defined accession number Powerful media search abilities support simple / complex search by author, title, keywords etc… Barcode or manual entry for check-in, check out, and inventory management Automatic fine calculation, fine data updates / receipts and collection Automatic generation of notices, reminders and other documents Automatic notification of dues, claims, missing periodicals etc… by any mode of communication Inter-library searches and loans Support for web based OPAC, claims and recommendations from terminals in the library LIBRARY
- 25. ACCOUNTS ACCOUNTS • Multi-Location / Company / Division / Cost Center accounting with consolidation at all levels. • Supports Multi-Currency transactions and real-time currency rate tracking • User definable accounting periods supporting open year option • Template based Chart Of Account supporting unlimited user definable Sub-Ledgers • Graphically represented account attributes visually enables execution of standing instructions • Tracking and Auditing of accounting instruments like cheque books • Tracking and Auditing bounced instruments across transactions with revisions • Facility for accepting post dated instruments with intelligent reminder events • Supports suspense and password protected accounts • Complete audit trail for all transactions track able as per user, date and time stamp • Accepts only balanced entries with real-time updates of balance sheet or P & L • Supports inter-company transactions hence saves a lot of double entries • Supports account grouping across companies makes common debtor / creditor tracking easy • Supports combined credit limits across inter-company accounts • Supports hierarchal cost centers with analysis across various projects / events • Supports projects / events definition, budgeting, planning and cost distribution analysis • Supports interface with devices like credit / smart cards
- 26. ADMIN ADMIN Excellent security for centralized or distributed database configuration Allows Admin to create application users, allocate grants, roles and privileges as per role / job profile Reduces inter department work effort and enhances efficiency due to central scope of data cutting intermediate processes like Excel sheets to manage office workflow Extremely fast and formatted printing saving costs and easily archival process Enforces process, accountability and standardizes office workflow as every business process can be audited and monitored Excellent support for MS Office allowing data exchange into Word, Excel, HTML, etc… formats Exhaustive audits and tracking supported
- 27. BUS / FLEET BUS/FLEET Manage and maintain your fleet of vehicles with timely alerts for servicing and licence renewals. Define route master as per the geography of the school location Set pickup point as per the defined route and popular landmarks near the resident of the student. Also effectively manage the P&L of your fleet
- 28. INVENTORY INVENTORY Supports item classification as per attributes and linked unit of measurement Any item can be defined and classified with infinite attributes and infinite units of measurements Items can be grouped irrespective of class, attributes or vendors Supports interface with POS / credit / smart card devices Easily prepare Material requisition Can allow negative sale / purchase and automatic raising of purchase order / direct purchases Supports various vendor type definition at individual stages of transactions Optional support to link Fixed Asset Management and tracking transactions for hired goods / services
- 29. WEB PORTAL FEATURES WEB PORTAL
- 30. HOSTEL HOSTEL Administrator module: Administrator manages the master data’s like server details and student details. Accept the application of students, view the application forms, reject the fake applications, view the complaints of the students in the hostel, accept the vacating form and delete from the database, edit the notice boards and view complaints. calculate the mess bill, and edit the mess menu, view the notice board and also change the password. Student Module: In student module, they can Submit application form, change password, can check status, view notice board, view monthly hostel fee and submit the vacating form. Reports Module: Student Report Staff Report Mess Reports Visitors’ Reports Attendance Reports Room Reports Billing Reports HOSTEL MANAGEMENT SYSTEM Staff / Student Details Admission of Staff / Students Room Allotment Mess Facility Bill Generation
- 31. CANTEEN CANTEEN • The objective of the system is to automate all the activities of the canteen right from purchases to delivery of food/beverage items. • The system should maintain a detailed account of all provisions bought and food served at the canteen. • In addition to this, it should also maintain the daily expenses incurred by the staff/student . • The system should provide an interface to payroll for deductions. • Several inquiry facilities should also be provided to view the expenses incurred/ planned menus/cash payment etc. • Secure and Integrated payment through Credit Card/Smart Card for all the (food/beverage) items in the canteen • Eliminate the process of coupons • Reduce the number of small cash transactions • Monitors different types of food products and their consumption Benefits • Helps prevent wastage and unnecessary expenditure at the Canteen • Canteen Management System also provides a self service kiosk module wherein a user can himself go to the kiosk, select his order and generate an order slip.
- 32. ACADEMICS ADMISSION EXAM / RESULT STUDENT LIFE CYCLE FEES MANAGEMENT ATTENDANCE ACCOUNTS BUS/FLEET LIBRARY INVENTORY HR/PAYROLL ADMIN WEB PORTAL HOSTEL CANTEEN MOBILE APP TIMESHEET
- 33. Client • Minimum I3 based machine with 2Gb RAM and 100 GB HDD, 1Gbps NIC. • Optimum I5 based machine with 4Gb RAM, 250Gb HDD, 1Gbps NIC. • Client : Windows 7 64 bit onwards SYSTEM REQUIREMENTS (HARDWARE / SOFTWARE) Server • Minimum : Dual CPU Dual Core XEON server, 16 GB RAM, 512Gb HDD with RAID 5. • Optimum : Dual CPU Hexa Core XEON server, 32 GB RAM, 1Tb HDD with RAID 5/10. Minimum Server Operating System : Windows 2008R2/2012 Server onwards Database Server : SQL 2008 R2 Server onwards (Enterprise Edition) Client : Windows XP / Windows 7 Optimum Server Operating System : Windows 2012 Server onwards Database Server : SQL 2012 Server onwards (Enterprise Edition) Mail Server : Microsoft Exchange Or Equivalent Networking Minimum Structured Cabling CAT6 onwards Optimum CAT6 / 7 with 1Gbps switch NIC At least 100 Mbps (client) and 4Gbps onwards (server) Complete Implementation • 1 Production Server • 1 Development / backup Server • 1 Web Server (with at least 2 public IP’s) • 1 Mail Server • 1 8T / 16T NAS • Backup device supporting atleast 1Tb
- 34. ADDITIONAL REQUIREMENTS (HARDWARE) ARM Support Minimum Any RFID / Biometric Reader / Attendance Recording Machine Optimum Biometric Fingerprint devices Printer Minimum Any EPSON compatible dot matrix / DeskJet / LaserJet printer Optimum 132 Columns / 300 cps / 24 pin DMP or DeskJet Printer with 600 dpi Backup Device Minimum Zip Drive (8Gb capacity onwards) Optimum DVD writers / NAS device UPS (Uninterrupted Power Supply) Minimum Only for server with at least 20 Minutes backup time. Optimum For all computers and network switches Barcode Support Minimum Barcode Reader - CCD / Laser Optimum Any devices supporting conventional bar-coding standards Internet Access Minimum At least a broadband Optimum 10Mbps dedicated lease line
- 35. IMPLEMENTATION METHODOLOGY Starts with legacy system study and mapping of business processes Study to find gap, expectations and wish list versus followed practices ETLC/Sanitation of legacy data, freezing COA and mapping Org Chart/Roles Deployment and configuration of network, environment and security Metadata customization, Legacy data migration, Master creation Enforcing security as per roles/privileges for data view and sharing Setting up of communication channels for information exchange and escalations Training and phased rollout UAT, verification of backups and scheduled processes
- 36. SUPPORTS MULTISITE AND E-GOVERNANCE Application design and architecture supports online, offline, hybrid operations with rich, browser or mobile clients Server supports web services for transactional database operations, large LOB data (streams), communication services like email (SMTP/POP), SMS, Chat and file sharing Supports multiple hosting modes and multiple instances Can be configured exclusively for specific operations or functionality. Ex: One instance for DB operations, another for web or communication Automated / programmed scheduling engine for managing batch or event driven notification Seamless store and forward mechanism support for data aggregation without replication. Can work offline and transfer incremental data via ftp, email or push online. Ideal for large scale implementations like e- governance where resource available may vary from best to worst yet automation needs to be achieved.
- 37. OPETUS SERVER ARCHITECTURE (ERP SERVER) Server web service stack WCF / Web API driven. Supports generic service interface for third party integration Tested exhaustively for high concurrent load and scalability operations Automated diagnostics, error logging and audit provision Multiple server functionality stitched for easy deployment and configuration Supports centralized or decentralized database for multi-site operations Highly secure, support wide variety of configurable security algorithms for over the wire security Can be configured with active directory for user management Support push and pull notifications for bulk emails, sms or messaging
- 38. FOR TRIAL / DEMO CONTACT India Offices: MUMBAI Mr. Bhavesh Gandhi Contact (+91) 9819365466 bhavesh.gandhi@opetus.co.in SURAT Mr. Gitesh Modi Contact (+91) 9898883050 gitesh.modi@opetus.co.in