EDUSOFT - PubTech Ltdpubtechltd.com/edu_soft_pp.pdfyet robust, web solution”. This mission is in...

EDUSOFT

…the software of choice for educational institutions

Outline• History• Mission and Objectives• Target• Benefits• Capabilities• How EduSoft is different• Features• Specification• Overview• Controls• Cost Savings• Pricing• Conclusion

10/26/2019 http://pubtechltd.com/system-consult

History• The journey to developing this educational

software started in 2001 when the developer of this software developed an application for Grays International College, Kaduna, Nigeria

• Since then, several efforts have been made to build on that and provide a reliable solution to schools

• This is the Standard Edition of the software.• The final edition is the Premium Edition and

this will include Transport, Hostel, Library Management, and student interface


Mission and ObjectivesOur mission for developing this software is “reduce the pains and headaches of educationists by creating a simple, yet robust, web solution”. This mission is in tune with the vision of System Consult, the developer of the software, which is “..using technology to solve business challenges”. Towards this end EduSoft has these objectives:• Make management focus on what is more important,

strategy.• Provide a simple, yet robust, web solution• Improve student/parent engagements• Achieve better management control• Simplify operations and minimize errors • Provide a single source of truth • Reduce clerical work and cost of operations• Provide a platform for accounting transactions devoid of

accounting jargons10/26/2019 http://pubtechltd.com/system-consult

TargetOur targets for this software are:

• Play Groups/Pre-Nursery

• Nursery Schools

• Primary Schools and

• Secondary Schools

However, it is flexible to accommodate the requirements of other educational institutions, hence the name:

EduSoft (Educational Software)


BenefitsThe Benefits of using this software include:• Timely and accurate information for decision making• More time to focus on strategic issues rather than

operational matters• Central data repository for easy data access• Removal of people-dependent procedures• Improved student engagement and satisfaction• Easy tracking of debts, absentees, exam scores, cash

position etc• Single point of contact for all tasks• Reduced cost of operations• Easy tracking of expenses• Timely financial position of the school• Efficient billing and tracking of fees etc


CapabilitiesStudent management: This module allows you to register and enroll students in the school while capturing all the basic information including passport photos. It also tracts all the activities(discipline, awards etc) of the students while in the school.

Attendance Management: EduSoft helps you to track attendance, including lateness and generate periodic reports on this. It also reports this in the termly reports.

Grading & Assessment: This system gives you unlimited flexibility in creating assessment formats for computing scores and assigning grades. It Keeps parents up to date with their child’s progress, on both academic and subjective criteria, in order to quickly identify and address negative patterns.

Report Cards: The system is equipped with fully customizable report cards based on your exams, subjects, grading criteria(both scores and subjective assessments).

Classes & Sections: EduSoft is very flexible, allowing you to configure and manage multiple campuses, classes and sections according to your school’s structure.

Fees Management: The system tracks fees payments and allows you to manage lodgments. It gives you various timely reports to enable you keep a tab on your finances.


Capabilities(contd)Account management:. The system allows you to create various account groups(Asset, Liability, Income, Expense etc), account types(Working capital, reserves, etc) and account items to capture transactions at various levels.

Expense Management: This software does not only allow you to post various expenses alone, it gives you the flexibility of spreading a prepaid expense over the related period(rent, insurance etc). It also has the flexibility of accruing for expenses incurred but not yet paid(water bill etc).

Store Management: The store allows you to create location, shelf or store for stock and asset items.

Stock Management: This facility allows you to create stock items (e.g Marker, Biro, Uniform, Shoes, Ties etc) and carry out period stock count

Asset Management: You procure various assets(bus, cars, copiers, computers etc) for the use of the institution. These records should be kept and the software allows you to create, dispose, depreciate, and edit these assets

Service Management: There are situations where the school renders some services(photocopying, printing etc) and charge for it. The system allows you to capture these transactions also.

EduSoft, as seen above, is therefore a full fledge accounting software. Hence, it can be used by other outfits and not only educational institutions.


How EduSoft is differentEduSoft is different from other school management software in the following areas:• It captures unlimited exam types and tests(home work, continuous

assessments, tests, terminal exams etc)• Exam types could be taken several times, NOT just once. • It has unlimited facility for rating and assessing students on subjective

criteria.• It is not just an educational software, it is also a full fledge accounting

software: All-in-one• It has email support to communicate with parents securely• Entering data is not just through forms, you have table option or

complete import from external sources.• It is fully customizable, user-friendly an intuitive. Hence, very easy to

learn• The licence is perpetual. You have the option of paying for support after

the guaranteed one year.• It has full support; having being developed locally(by System Consult)

with international partners etc• You have the option of hosting EduSoft in your office PC or on your

website: Hence, it is not subject to bandwidth limitations.10/26/2019 http://pubtechltd.com/system-consult

FeaturesIn order to meet the aforementioned objectives and deliver the benefits, this software has these features:• Email Support• Import(Excel and tab delimited text files) and Export of Data(csv,

excel, pdf etc)• Fully Customizable to suit your environment• Image capture(students, users, logo, letter head etc)• Intuitive and friendly user interface. Easy to learn• Web-based. Hence, easily accessible on local are network and on

shared hosting• Data protection and encryption for security• Color coding for easy understanding• Dashboard for summary of data• Flexibility to suit varying operating environments• Versatility to handle various situations• Data backup mnagament in the event of disruptions• Effective User Support


Email Support• We are living in a “less-paper” world• This application provides opportunity to send results,

receipts and other reports to parents electronically• This reduces cost of operation• It enables management to focus on what is more

important: strategy


Data Import

• You may have some data in electronic formats outside the application that you want to bring in to the application.

• External data sources include data in Excel, text and other formats,

• EduSoft make this process seamless as it provides a table to import data from excel and tab-delimited text files without you entering the data manually.

• It also provides validation for imported data so that you do not import wrong data into the system


Data Export

This software provides several ways to export your data in various formats, namely:

• PDF

• Excel

• Text file etc

This is because you may want to use the data in this software for other purposes or further analyze these in others applications like MS Excel.


Image CapturePhotos, they say, speak more than a million words. In EduSoft, we use your images in the following areas:• The sign-on page image to display the image of

the school• Logo on some stationeries that are generated

by the system• Letter-head image for results, receipts and

other stationeries• Optional faded background image(e.g logo) as

stationery watermark for results• Optional student photos• User photos etc


Friendly User Interface

A lot of research was made into effective user interface and ease of use and the results were reflected in the design of this software in the following areas:

• Design of forms

• Use of tables for data capture

• Use of non-technical language

• Intuitive flow of operations etc


Web Based

• This software is web-based and hence run on the browser. It is therefore accessible to anyone on the network.

• It is also possible to have this software hosted outside the institution, using shared hosting services

• It has been tested on all the browsers and perform best in all except Safari

• You do not need a gigantic infrastructure in order to set it up and running.


Data ProtectionThis software is fully secure and the security features include:• User access restriction• Role Access restriction• User name and photo display• Record deletion restriction• Encrypted password• Server based system• Last-sign on date and time display• Periodic Backup• User log of the system


Color Coding

Color coding, though used minimally, help in drawing attention to critical areas requiring urgent attention. You would notice this in these areas:

• Students not yet enrolled

• Users yet to be assigned roles

• Subjects with “Failed” remarks

• “Failed ” student Overall Result


Dashboard

The Dashboard displays information for the one year in the following areas:

• Student Registration

• Student Enrolment

• Fees Paid

• Expenses

• Lodgement etc

This is to enable you have a bird-eye-view of the school in the above areas and make quick decisions.


FlexibilityThe flexibility of this software is seen in all of the aforementioned and in the following areas:• School Fees Definition for classes and students• Class creation as sections/arms are created

automatically upon class creation.• Definition of subjects per class not a set of subjects

for all the classes.• Definition of unlimited exams per class• Definition of subjective assessment per class• Definition of score grades per class• Definition of fees per class• Seamless collation of the scores and generation of

results• Enquiry etc


Versatility

The versatility of the software is clearly seen in these areas of the application:

• Unlimited number of reports/queries

• Unlimited number of tests/exams per class

• Unlimited assessment of students on subjective criteria

• Easy periodic backup of the application

• Financial performance(monthly and yearly) etc


Data Backup

The system allows you to backup your data internally. These can be copied to other folders/sources and restore from these sources also.


Effective User Support

The edge we have over pirated and other software is strong User Support. This support comes in these forms:

• Developers are here in Abuja, Nigeria

• Comprehensive user manuals

• Telephone support

• Physical visits

• Web based support

• Periodic updates etc


SpecificationYou do not need a gigantic infrastructure to install EduSoft in your school. Just any desktop computer with the following minimum specifications would do:• Any operating system(Windows, Linux, Mac)• 4GB RAM, 125GB hard drive• Wireless/Lan Ethernet, for email support• USB 2.0/3.0• Antivirus software• WebBrowser (IE, Firefox, Chrome etc)

Note, however, that the higher the specification, the better the performance of the system


OverviewTo use EduSoft, you have to:• Setup the server(MAMP, LAMP, WAMP, XAMPP etc)• Install the software(EduSoft)• Create database in MySql using PHPMyAdmin• Access the system(Call the system up) through the browser• Create Users and assign roles• Setup the school• Register and enroll students• Post activities/transactionsThereafter, you can • Generate/Email report, receipts, results etc• Collate results• Generate financial performance• Backup data• Make enquiries and print reports


Setup the server

You need a local server software to power EduSoft since it is a web-based application.

This system was tested extensively using MAMP and WAMP

Other local server software include:

• XAMPP

• LAMP

These servers make it possible to run your program files(php) and the database(MySql)


Install the software

• Once the server is installed and tested to be up and running, then proceed to install the software in the htdocsfolder(XAMP, MAMP, WAMP)

• Create a folder in the web application folder(htdocs or wwww)

• Copy EduSoft files to the created folder

• Note that this is usually done by us


Create Database

• You need to create the database that the system will use in storing data before you access it

• Go to phpMyAdmin in any of these servers and create the database as specified

• Follow the settings indicated in the Setup tutorial/video

• A default user is created, which will be used as the administrator


Access the systemTo access the system, you have to:• Start the server and ensure that PHP and

MySql are running: The server button should be on your desktop

• Open your preferred browser and type:http://localhost:8888/edu_soft/public/signon

• The signon page should come up


Create Users• You have to be registered and enrolled to use this

system• It is self-registration. Just click the Signup button and fill

in the required information• You could use this same form to do password reset, for

forgotten passwords, if you remember all the other information

• Click the Register button to submit the form


Enrol Users• You have to be assigned a role to start using the

system• Contact your Administrator to assign a role to

you. The Administrator could optionally upload your picture at this point

• You can perform all the functions related to your role once it is assigned,


Setup the school(Admin)The next task after user setup is to setup the school and this involves:• Setting up the school details• Creating Academic Calendars and Terms• Creating Classes• Creating Subjects• Creating Exams• Creating Fees• Creating Subjective Assessments(optional)• Creating Score Grades• Linking Fees, Subjects, Grades, Exams, Assessment

to classes• Fees bank payment instruction setup


Setup the school(Accounts)You need to define the following to setup accounts:• Create Account Group(e.g Admin Exp, School Fees,

FA-Vehicle, Cash, Stationery Stock)• Account Group should be defined under Income,

Expenses, Working Capital, Stock, Capital, Fixed Asset categories

• Setup Banks(Cashier 1, GTB, Zenith etc under CashAccount Group)

• Define Expenses(e.g Rent & Rates, Cleaning under Admin Exp)

• Define Services• Define Stocks• Define Fixed Assets• Define other accounts


Register Students• All students need to be registered in the software. This

involves taking the basic details and the passport photos of students

• The system also allows for the importation of records from excel and tab delimited text files


Enroll Students• This form allows you to assign students to classes.• It displays all the students that are yet to be

enrolled in the software• Enroll students as appropriate to classes


Post activities

The various student activities provided for in this software include:• Attendance• Transfer students within a class• Movement of students across classes• Termination• Discipline• Achievements• Exit from the institution• Subjective assessments• Exam scores etc


Post financial transactionsIn addition to recording activities, the software enables you to post the following transactions:• Payment of fees• Student discount/scholarship• Fees Refund• Expenses• Bank Lodgement and other transfer of funds• Expense payments• Accruals and prepayments• Fixed assets acquisition and disposal• Stock purchases, sales and periodic stock count• Equipment usage count etc


Generate Receipts• The system allows printing of receipts at the

point of fees payment. • It also allows fees paid to be imported from

another source into the system


Email ReceiptsThe system also allows you to send receipts, outstandingdues/bills, fees statement etc electronically to students,using their registered email addresses


Generate results• EduSoft collates all the scores(exams, tests, assignments),

as defined during Class Exam setup, weight these and generate the final result seamlessly.

• Note that ONLY those defined with exam WEIGHT are included in results.

• It also allows you to include subjective assessment ratings in terminal results(including comments from Teachers)


Email resultsAfter generating the terminal results, EduSoft allows you to either print these or have them emailed to registered emails. Note that Position is optional


Financial Performance

You, sure, want to know your financial performance periodically. This software makes this process seamless as it gives the following at the press of a button:

• Detailed and Summarized financial results

• 6 months monthly and yearly financial results

• Financial statements of the school etc10/26/2019 http://pubtechltd.com/system-consult

Backup dataIn order to ensure effective disaster recovery mechanism, this system has an effective data backup facility. It allows internal and external backups and allows access to these without hitches.


Enquiries/ReportsEduSoft gives you unlimited opportunity to generate just any report including:• Bank statements• Student activities• System setups• Financial performance• Transactions processed etc


Controls

A system is not complete without adequate internal controls and the controls in EduSoft include:

• Input Controls

• Processing Controls

• Output Controls

• Other Controls


Input Controls

In order to ensure data integrity, EduSoft has these inbuilt controls:• Completeness check on input: Validate

inputs before processing• Deletion control:

– You can note delete a record unless you posted it, except the system administrator

– You cannot delete a record that is in use in other tables

• Posting control total: In some cases, there are totals against which entries will be checked. etc


Processing Controls

The system has these controls over transaction processing:

• Input mask: The system prevents entering character in a date/numeric fields

• Existence check of records: Check records to ensure there is no duplication

• Referential Integrity to prevent accidental deletion of records


Output Controls

Output controls in EduSoft include:

• Page numbering of reports

• Dating of reports

• Having the logo/letter head of the institution on reports

• Generating critical reports in PDF formats

• Facility to call-over processed transactions


Other Controls

• User access restriction

• Role Access restriction

• User name display

• Server based system

• Encrypted password

• Last-sign on display

• Periodic Backup

• User log of the system


Recommended ControlsWe recommend the following other controls to ensure a hitch-free operation:• Use a reliable system(computer) for the software• Engage reliable and honest staff• Change your password regularly• Ensure that your password is only known to you• Take periodic backups• Restrict access to the server room• Limit data input to few staff• Segregate staff duties• Take backup of data to off-site locations• Ensure that the server room is tidy at all times


Pricing• The last but not the least is the pricing

structure• Our utmost concern is for you to use the

software to solve business challenges• The software is licensed perpetually. Hence,

you do not pay annual fees• You may, however, wish to pay for annual

support. • With support, upgrades are free• We support you, however, free of charge for

one year after acquisition


Cost SavingsTo assist you in quantifying cost savings from acquiring this software consider the table below:


Cost Savings Computation Table

Cost Item Cost Amount

Photocopy(500 copies per month) 10.00 60,000.00

Printing(500 prints per month) 30.00 180,000.00

Man-hour 50,000.00 600,000.00

Your total minimum quantifiable cost savings per year 840,000.00

ConclusionAfter reviewing what EduSoft offers, you will definitely agree that it a simple, but yet, robust system.

Therefore proceed to register yourself today and contact us on 08053281398 or [email protected] to enroll you to know more about the system. Thereafter, please call us for immediate installation.

To register, please go to this web pagewww.pubtechltd.com/signon

And click the SignUp button

You may also use the Contact Us Form on this website to request for enrolment

www.pubtechltd.com/system-consult


http://www.pubtechltd.com/signon

http://www.pubtechltd.com/system-consult

EDUSOFT - PubTech Ltdpubtechltd.com/edu_soft_pp.pdfyet robust, web solution”. This mission is in...

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