How an ERP Software can Improve Workflow Management in Educational Institutions?

Cloud ERP Software

26, May 2022

The success of educational institutes depends upon a lot of factors such as efficient organisational structure and consistent administrative function. Similarly, they focus on innovative approaches to regulate institutional performance and accelerate productivity. Most importantly, it is imperative for them to understand the urgency of adopting changes relevant to the global education trends.

However, some schools or colleges lag due to inaccurate implementation of strategies or failure to adopt new and improved mechanisms. In the last few years, the education sector has witnessed an increased integration of tools such as ERP software, which helps to facilitate higher management performance. At the same time, it helps to collect and review data and contributes to workflow management.

What is Workflow Management?

When an organisation proceeds to follow an approach wherein they execute a series of tasks in a well-organised way through an automated system, it is called workflow management. Also, they manage varied operations accurately and ensure that there is reduced pressure on the team members. So institutes use a system that provides a flawless communication system through which different departments can share data. Hence, when institutes integrate any software that ensures workflow automation, it automates many vital operations like attendance recall and maintenance, accounts-related work, tracking student performance, etc.

Therefore, workflow automation ensures to optimise most of the manually intensive work through software like College ERP. Consequently, it helps to lower the burden on teachers, admin and the management of institutions, so each department works efficiently without being overloaded with work.

How an ERP Software can Improve Workflow Management in Educational Institutions

Let us take a look at how ERP software solutions can improve workflow management in an educational institution:

1. Attendance Record

Taking attendance is the first and foremost part of the class that the teacher dutifully conducts; however, it takes a considerable amount of time when the teacher carries out the process manually. This might look like a simple task wherein they call out the names of students individually and note the number of presents and absentees, but the tasks entail a lot of details.

The teacher is responsible for counting the number of days the student is absent or present and then recording it accordingly. Also, the attendance record directly relates to the students’ tendency to come to school or participate in scholarly activities. Similarly, teachers require to maintain the attendance record accurately; the attendance management system automates the attendance recording procedure and saves time.

Hence, they do not need to invest unnecessary time in taking attendance; instead, they can dedicate that time to high-quality teaching.

2. Fees Payment Management

What is one of the most hectic tasks in an educational institute?

There are multiple tasks in a school or college that we could say are hectic or tedious, but the payment of the fees is especially a time-consuming and exhausting task. For instance, according to the traditional system, the institute’s accounts department processed the payment of the student fees and kept a record of it in the accounts register. Similarly, the students or their parents paid their fees and took a receipt as proof of payment.

In both cases, keeping paper documents of fee payment is subject to misplacement, which could cause further problems during the audit process. But if the institute avails a fee management system for their institute, it would help to simplify the fee payment. The students or their parents would no longer require to rush to the school/ college premises to pay the fee.

At times they forget to pay the fees on time, but the system sends an automated message of the last date of payment; hence they can pay on time and avoid paying any late fees.

3. Streamlined Management of Data

An institute comprises different departments, and each of them has its specific tasks that they carry out without fail. At the same time, they need to process a huge stack of paperwork; for instance, the teachers need to maintain a record of students' academic performance in different scholastic and co-scholastic activities. Simultaneously, the administrative department needs to keep track of the monthly or yearly expenditures of the institute.

Throughout the academic year, the institute conducts several events and programs, and the admin department needs to keep a record of the financial transactions and students who participated in the tasks, etc. Hence, to record and maintain such a dynamic collection of data, institutes need tools like Student management system to ensure centralised data management.

Also, the software makes it easy to share information among managers, workers, instructors, and students. This covers the communication gap between them, allows them to remain engaged, and stays up to date on all events on campus. Hence, this administrative clarity promotes confidence in the institute’s parents and pupils.

4. Data Security

The question of security always arises whenever any organisation decides to integrate technology into their system. Rightfully so, because we all have witnessed many instances where an institute encountered data theft or leaking of personal information. However, while browsing through such an advanced system, it is ideal to look for the specific features that guarantee assured security against unwarranted access. For example, the campus management system comes with an ERP system that manages academic activities and secures the institute's data.

Also, the students log in their information during online classes, and other stakeholders also store sensitive data in the institute’s system. So, the software protects the student information and institutes data via encryption which disables any unauthorised users to gain access.

5. Reduces Work with Cost Efficiency

The institutes must ensure that they implement a progressive high education system wherein they include unique methodologies. Likewise, they need to make sure that ineffective practices don’t hinder institutional performance; but more often than not, the administrative department suffers the most due to increased workload. But if the institutes integrate suitable tools as per their needs, it helps to streamline most of the exhausting tasks.

Additionally, tools like the ERP software connect different systems into a user-pleasant platform, and the admin thereafter can share the collected data with different departments. Also, it reduces the pressure on the workforce of the institutes and saves hours of labour, eliminates errors, accelerates all processes, and increases the efficiency of workflows, therefore eventually decreasing operating expenses.

In Conclusion

The ERP software is an excellent and appropriate system for institutes as it helps to automate workflow management. Moreover, it is a powerful tool that helps to manage data and helps function institutes optimally.

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Posted By:
Poonam Nathani

Poonam Nathani,

Academic Consultant

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