White Paper - Natural Group · White Paper For Academic Management System Natural Group, E-26,...

Confidential Natural Group 1 | P a g e

White Paper

For

Academic Management System

Natural Group,

E-26, Siddharth Nagar, Malviya Nagar,

Jaipur-302017. Rajasthan

India.

Phone No. : 91-141-2549089, 98290-67673

Email : [email protected]

www.naturalgrp.com

mailto:[email protected]


Submitted by :

Notices

This document contains confidential information about NATURAL, its Intellectual property, methodologies,

plans & internal processes and therefore is not meant for general circulation. It may be circulated internally,

strictly on a need to know basis.

The information and functionality mentioned in this document is subject to change and may differ from the

actual product. This is due to enhancements and enrichment that the product may undergo from the time of

this document release.

All rights reserved. These materials are confidential and proprietary to NATURAL. No part of these

materials should be reproduced, published in any form by any means, electronic or mechanical

including photocopy or any information storage or retrieval system nor should the materials be

disclosed to third parties without the express written authorization of NATURAL.

Document Reference :

Document Academic Management Proposal

Prepared By Ripudaman

Document Published Date March’14

Version Submitted Version 1.0

Version valid from March’14


TABLE OF CONTENTS

1. Introduction

2. Company Profile

3. Educational ERP Solutions 3.1. EduSys (ERP for institutes/universities)

EduSys Overview

3.1.1. Implementation Structure of EduSys

3.1.2. Features of EduSys

3.1.3. Solution to your Requirements

3.1.3.1. Integration with other Functions/Applications/Technologies

3.1.4. Specification of our Solution

3.2. EduSys Architecture

4. Why Us?

5. USP

6. Traditional ERP - TCO38

7. Our advantages over other

8. Implementation process model

9. Product Upgrade Process Model

10. Customization Process Model – Agile Waterfall Model

11. Support Process

12. Our Partners


1. Introduction and Company Profile

NSCS is your trusted partner for various education products, services and solutions. We are glad to

demonstrate to you, through this response, that we have the capabilities, people, processes, technology and the

desire to be your strategic partner of choice.

Natural Group of Companies have evolved from a deep commitment to meet the computing needs of today

and tomorrow. We are in the business of providing solutions for the various verticals like e-Gov., BFSI,

Telecom, Education.

We specialize in Consulting, Distribution of software products, Systems Integration, customized B2B and

Enterprise Software Solutions and Data Processing.

The group was established in 1996 and has since established a name in the software industry by integration of:

Dynamic human resources managed by technocrats

Commitment to High quality products

Utmost importance to Support and Service

This gave the company image credibility and general financial health parameters, while maintaining

consistently high rank on products and range. As a result we built excellent installation base of wide variety of

users in different segments of business market and emerged as one of the leading software developers in the

country.

We have the distinction of :

Developing the Bilingual / multi lingual methodology

Rated amongst top 100 innovators by NASSCOM in 2007

We rolled out BancMate (TBA) in over 5000 Customer branches of :

o Publc Sector Customers : 06 o Regional Rural Customers : 20+

o Private Customers : 01

o State and District Coop. Customers : 04

o Foreign Customers : 02

Our unique business model helps us to understand our client requirements and objectives. Incorporating the

latest technologies and trends, we at NSCS can create solutions which are innovative, creative, technically

very sound, incredible performance, visually appealing, user friendly and professional. Each and every

minor detail of clients is looked into to make sure that our solutions boost the imagination of end-users with

improved working environment.

Apart from providing IT solution to our client, we are also providing Cloud based Educational ERP

solutions to various known schools, professional colleges, institutes, group of institution and universities.


2. Our Products and Solutions:

ERP for Schools, Colleges, Institutes, Universities

Online Admission (www.onlineadmission.co)

Access Control Hardware Devices (RFID / Biometric / Face Recognizer)

IVR solution integrated with ERP

Payment Gateway integrated with ERP

Online E-Learning Content (www.skylearning.in)

Various training program in Cyber Security, Robotics, Gamming, Leadership Program and CBSE

required trainings.

Web Services (Dynamic Website & Portal)

Building Blog Robotics Lab with Avishkaar

Language Lab with Sanako

EntrancePrime for various entrance preparation

Vehicle Tracking System

NSCSPL Interactive Class Room with Content

Health Care System in Institution Campus

http://www.onlineadmission.co/

http://www.skylearning.in/


3. Achievements in brief:

250+ Clients in Service Domain

Managing various Government Projects like National Internet Exchange of India (NIXI), Ministry of

IT, Internet Service Provider Association of India (ISPAI), Government Advisory Committee (GAC),

Telecommunications Regulatory Authority of India (TRAI), Afilias, Cyber Café Association of India

(CCAOI)

75+ ERP Clients

2 ERP Suites

Various education based hardware products


4. Educational ERP Solutions

4.1. EduSys (ERP for institutes/universities)

EduSys Overview

EduSys works on the wheel of latest technology ‘S-a-a-S’. Institute Management System (IMS) works

with your current systems and leverages existing technology. It centralizes the mountains of data to

learning and automates routine administrative functionality. This package has education’s most flexible

and interactive scheduling function, thus meeting the communication and information needs of the entire

institute community in real time. And, it is utterly simple for everyone to use.

Institute Management System is the total management system imagined: the first truly scalable Institute

Management package with power to revolutionize the way the institutes are run. The ERP is more than

just another technology solution – it is an education system that will improve the way institutes are

managed.

NSCS IMS team understands that IMS is a policy driven process, which requires customization as per our

client’s process. Our design is an easy process to understand, handle or customize the product by creating

institute specific rules.

With experiences of various Institutes, we deliver the best processing modules with great comfort level of

our customers. With a very high level of security and functional modules this is the best and easy to use

ERP for any kind of Institute.


4.1.1. Features of EduSys

EduSys ERP is 3 tier Web based application which helps to upgrade the standard of any

Educational Institute not only in the management level but also helps in transforming the

educational standards through :

• Automation of all processes : 180 power tools integrated in 39 different module

• College Affiliation

• Course Management

• Designation and Role Management with access rights

• Access for Colleges, Teachers, Students

• Individual Dashboards

• Architecture Highly Scalable

• Alerts through Email and SMS

• Increase the security system of the Educational Institute

• Manages the resources in efficient way

• Reduces communication gap between the stake holders

• Faculties and management team

• RFID student attendance system with access cards

• Biometric or face recognizer for faculty attendance

• Vehicle tracking system with fuel, speed, ignition

• Distance monitoring tools

• Online exam


4.1.2. Modules in EduSys :

SL Modules

Basic Mandatory Modules

1 Security Manager

2 Basic Configuration

3 Registration Manager

4 Profile and Dashboard Manager

Student Related Modules (Academic)

5 Admission Manager

6 Student Manager

7 Fee Manager

8 Student Attendance Manager

9

Student Class Note, Assignment

& Homework

10 Student Club/Group/House Activity

11 Student Certificates

12 Student Lesson Plan

13 Student Health Manager

14 Alumni Manager

15 Examination Manager

16 Hostel Manager

17 Identification Manager

18 Timetable Manager

19 Transport Manager

Administrative Modules

20 Asset Manager

21 Document Manager

22 Finance Manager

23 Font Office Manager

24 Library Manager

25 Selling Asset Manager

Employee Management Modules

26 Employee Manager

27 Employee Attendance

28 Employee Leave Manager

29 Employee Payroll

30 Employee Appraisal

31 Employee Release Manager

Common Modules

32 Communication Tools

33 Information Center

34 Application Center

35 Mobile App

36 IVR

37 Payment Gateway

38

Notification Manager

(SMS/Email/Push/Short Code)

39 Utility Manager


4.1.3. Integrated setup :

4.1.4. Brief details of Features:

4.1.4.1. Security

Our System uses a very high level security system to defend all the above security threats. For

defense we have taken the following security steps:

Server Security

A Google-Rackspace cloud server is used for server level security.

Automated regular data backup is maintained in the server with access only to super admin.

The database is password protected. Any kind of access to database is restricted.

Multiple database server environment – The data of the ERP gets saved in multiple databases

servers of Rackspace cloud, thus to hack a data the hacker have to hack through all this

servers which is an impossible task. Rackspace cloud also takes care of daily auto backup of

the data with highest level of encryption.


Auto backup – Rackspacecloud also takes care of daily auto backup of the data with highest

level of encryption

Automated allocation of resource and load balancing – Cloud computing servers use shared

hardware where the performance of the ERP hosted will always remain steady. Even if the

number of online usage of the ERP certainly increases the ERP speed and performance will

remain same because the server will automatically assign the required hardware’s (processing

cycle, RAM, bandwidth and space) to maintain the same speed and performance


Network Security

SSL certified 256 data encryption has been used for network level security.

ERP operates using https protocol

Data Security

Any data related to password is encrypted in the database. The encryption is also used during

communication of data between client and server.

We maintain user’s session so that we can get information of the users accessing the system.

The session of any user gets expired if he/she leaves the content management system un-used

for more than 2 min.

The Fee related configuration has extra security where admin or administrative officer needs

to pass a 2nd lever of security before accessing the module.

The backup module used to take automated daily basis regular database and source backup.

The institution can also take database backup manually using super admin access point

Past employee or student will not have access to their CMS neither we can alter any data.

Audit trail of any user action gets stored in monthly basis along with the IP address, data,

time, user identity of the action. Kindly find a example below:

IP:-[172.17.35.0] Date:-(2013-06-01 : 08:18:06) EmployeeId:-3455 Query:-UPDATE

tbl_ip_track_log SET logout_time = '2013-06-01 08:18:06' WHERE log_id = '99641'

IP:-[172.17.35.0] Date:-(2013-06-01 : 08:20:33) EmployeeId:-3455 Query:-UPDATE

tbl_ip_track_log SET logout_time = '2013-06-01 08:20:33' WHERE log_id = '99650'

URL encryption – Any URL which ports data gets encrypted


Content Security

Institution level access restriction is used in case of multiple institutions.

View, data and action level restriction for every user.

Module level and action level restriction – As per the designation of the user the ERP admin

can assign the modules of the ERP along with its action level (add, edit, delete, view). The

institution can also decide the module and actions for students, parents or Alumni.

Multiple institution level restriction – If any institution has multiple institutions then while

adding a user the ERP admin can decide the user will be managing which institution or

multiple institutions.

Multiple dashboard restriction – As per the designation of the user the ERP admin can assign

the dashboard. The institution can also decide the dashboard for students, parents or Alumni


4.1.4.2. Basic Configuration

For making the ERP functional in any institution all the basic configurations are required. As the

ERP is being used by different kind of institution thus we have developed the ERP as much

configurable as possible so that we can deliver product with exact requirements and current

working environment of the institution.

Our Project Management team will configure all the basic configurations required after gathering

the information from the Institution. If any changes are required after our project management

team configuration then our client side employee or institution administrator will have access to

make the changes.

Basic configuration is consisting of global configuration, multiple institute hierarchy setup,

course, department, semester, syllabus, subjects, subject allocation, and books required in each

subjects.

4.1.4.3. Registration Manager

Employee Login and Registration

Student Login and Registration

Parent Login and Registration

Alumni Login and Registration

Student & Parent access point:


Employee Access Point

4.1.4.4. Profile and Dashboard Manager

Using the profile manager all the different users of the ERP like administrator, faculty, students,

parents, administrative officer, librarian, alumni and operators can manage their own profile and

make required updates time to time.

The dashboard is divided into two parts, the first part displays the important records and the

second part displays the current record.


4.1.4.5. Student Admission Manager

Using this module the user can perform the following task.

Can manage admission enquiry

Can manage admission related fees

Can manage registration process.

Can manage registration criteria.

Can generate various reports related to student count, fee collected, last 5 years admission

differences, various enquiry records (by call, by email, by walking, by online form).

4.1.4.6. Lesson Plan with Video:


The faculties can plan their lesson with topic details, objectives of the topics, schedules,

presentations, web based videos etc.

Updated the status once the lesson gets over and take students feedback or queries

Can attach class notes, assignments or homework

Can select video related to the key words given in the lesson plan.

4.1.4.7. Student e-Learning content

Online Video Content

ERP is providing a very rich e-learning content with 2500+ courses, 50,000+ Exams, 85000+

recorded lectures from best faculties around India and 1000+ e-books. Our courses are related to

each and every board in India.


4.1.4.8. Club/Group/House Activity

Using this module the students can be grouped as per various actives/houses/clubs in the

institution example Science Club, Music Club, Cricket Team, Red House, Blue House etc.

Various group created can have their event calendar, event photo/video gallery, notices, group

activities, group important dates along with alumni connectivity. Any group member can also

send notifications, chat between them or write various articles and share it within the group or

inter group. Groups can also post various past and present achievements.

Every group will have number of group coordinators (faculty) and group leaders (students) who

manage the group activities.

4.1.4.9. Student Attendance Manager

This module will make the students attendance system automated. Any faculty will be taking the

attendance of the students as per their scheduled timetable classes. But if any attendance record is

missed or wrongly marked then admin will have the authority to update any past attendance

record.

Special attendance system has been introduced to take attendance of any special class like

seminar, guest lecture, extra class etc which is not mentioned in the timetable.

This module will help the admin and faculty to track any student attendance record and also to

send or trigger SMS and email in case of short attendance. Admin and faculty can view student

attendance record based on monthly/yearly attendance record, subject wise attendance record,

attendance shortage record etc. If institute wants then they can also add fine for shortage of

attendance.

High frequency RDIF devices can be used to automate the daily attendance of the students this

will help the faculty to verify that the student came to the institute but not present in class.


4.1.4.10. Class Notes, Homework & Assignments

Using this module any faculty can upload the latest class notes or homework as video, audio or

document file. This will help all the absent students to know what happened in the class. Once

any class note is uploaded, a notification (SMS and email) will be triggered to all the students of

the class.

In case of assignments the faculty will upload any assignment with the last date of submission.

Once any assignments are uploaded it will be notified to all the students. Students will also get an

alert just before the last date of submissions.

4.1.4.11. Student Health Manager:

Using this module the management can record various information related to student’s health.

Details report of student’s health record, growth graph, medial assignment of visiting doctors,

physiological assignment reports etc which helps the parent to understand the requirement of the

student’s growth because “Healthy Child is Healthy Nation”

4.1.4.12. Identification Manager

Using this module the institution can print/view/save various employee and student I-cards like

identification card, bus card, library card, health card etc.

In case of lost I-cards the users can take print and then get it signed from the authorized

administrator.

4.1.4.13. Fee Manager


Various fee rules can be configured defining fee collection process and late fee payment fine

(if applicable)

Can configure various fee types as per the fee structure of the institution.

Can manage automated late fee fine, advance fee payment, adjust of advance fee, fee

cancelation, fee refund, adjust or repay of refund fee, fee rebate etc

Fee collector have option to collect complete or partial fee amount

Customized fee receipt as per institution printed fee receipt.

Hostel fee can be configured as per various facility (AC/NON AC), accommodation (2 beds,

3 beds) and class

Transport fee can be configured as per various transport routes, various stoppages and class.

Can schedule SMS / Emails as reminder or warning to parents not paying fee on time

Can send thanking SMS / Email once payment is successful. The fee receipt will also be send

through emails to parent.

Option for parents to pay fee online using credit card, debit card or online transfer.

Option for parents to track fee details of his/her child.

Can generate various reports like:

o Academic Fee Structure

o Student Fee Details (With fee details, receipts generated/cancelled and ledger report)

o Fee Receipt Details

o Fee Collection/Outstanding Record (Institution wise, class section wise, student wise, fee

type wise, payment mode wise, fee category wise)

o Fee Collection Day Book (Institution wise, class section wise, student wise, fee type wise,

payment mode wise, fee category wise)


o Cheque Deposited Details

o Defaulter Student Details (Current list of defaulter students)

o Student Late fee payment Details (list of student who paid late in any month/quarter)

o Student Rebate Details

o Student Fee Cancellation Details

o Student Fee Refund Details

4.1.4.14. Student Certificate Manager:

Using this module various certificates like transfer certificate, character certificate, tuition fee

certificate, cast certificates etc can be generated. It will also keep record of the certificates issued

to students.

The ERP can also keep track of various achievement related certificates issued to students

4.1.4.15. Examination Management System

ERP has a very extensive examination module specifically designed and customized for various

universities. The various functionalities of the module are as follows:

Exams can be configured as per various defined universities and there rules

Examination schedule which can be sent using SMS/Email

Preparing list of eligible students for examination with photos and signature. The signature

will be in image format where the officer in-charge will update while entering the student

details. Because of this module the picture of the image will be non-modifiable by students.

The criteria for any student to appear for any exam will be 1. Fulfilling Attendance 2. Fee

Payment 3. Disciplinary action 4. Pass in Internal examination

Students can download or print there examination admit card

Mark sheet printing as defined by various boards

Various reports as per the format given by various universities. User can download those

reports and send it to the concerned university

Various consolidated reports based of course, exam, subjects, faculties

Various student performance reports based on course, exam, subject and faculty

Various performance/progress reports for individual students based on various other exams,

class average performance, gains and losses, patterns of gains and losses.

Various topper list based on class, section, subject and faculty

This will display the graphical progress reports of each students as per the marks scored in

several course tests, online testes and exams. From this reports parents/teaches can judge the

performance of the student with respect to the other students in the class.

Online question Customer and examinations

Automated Online Result

Can send various SMS/Email alerts related to exam schedule, marks entry last date, result

declaration date

4.1.4.16. Communication Tools

Using this module all the members in the institution mainly the students, parents and faculties can

communicate with each other. This will reduce the communication gap between the students,

parents, faculties and management team. The communication tool contains the below features:


Notification – Any user can send various notifications to other users in the system. Any

notification can be blocked by reporting abuse by any of the users receiving unwanted

notification.

Message – The users can send private messages to any other user and have a one to one

communication.

Forum – Any user can create topic in the institution forum or join and reply any existing

forum to have one-to-many communication.

Blog/Articles – Any user can post blogs or articles which can be accessible to all the users of

the institution. Other users can rate and write comment on any given articles.

Chat – One to one chat communication between the users.

Friend Request/list – The user can send friend request and create their own group. This

group can be inter school

Other networking sites – The ERP is also connected with various networking sites like

Facebook, Google+, LinkedIn etc. where users can get regular updated directly.

4.1.4.17. Timetable Manager:

Department’s head will schedule the timetable of any batch. He will also assign the faculty related

to the timetable prepared. Students can view the timetable of their allocated batch.

Whenever the timetable is prepared and faculties are allocated an automated email to the faculties

will be triggered.

Key Features:

Free-period enquiries for teachers and students

Management of threshold working hours for staffs

Management of threshold learning hours for students

Teacher workload report

Automated creation of timetables.

4.1.4.18. Document Manager

Using this module the institution can manage all its documents online. The admin have the

authority to upload any document as per the defined category of documents. Any document

uploaded will have a permission set by which the admin can restrict any document from non-

required users (E.g. Any document with permission set to faculties or to any specific faculty will

not be visible to other users). The document manager also maintains document versions using

version control system.

This will help the institution to track any document in the institution without any danger of losing

the document.

4.1.4.19. Transport Manager

Using this module the admin can manage the transport system of the institution with details of all

the students applied from transport, number of student allocated, bus card and transport fee

record.

Key Features:

Details of any vehicle along with driver, conductor and coordinator details.

Details of vehicle related maintenances and services. Pre scheduled alerts to keep track of

services and various transport related certificates or challans.


Using GPS/VTS devices can keep track of various, daily, monthly yearly records related to

tracking of vehicle, distance traveled, fuel consumption, speed details, idling details, AC

usage details etc

Can define various shifts, routes and stoppages

Fee configuration related to various route, stoppages, class and sections

Monitoring the student record applied or using transport facility

Automated student fee configuration as per the selected route and stoppages.

Automated alerts to students (if required) through GPS/VTS Devices. Can also send live

footage of the vehicle using online cameras

4.1.4.20. Hostel Manager

Using this module the institution can manage all the hostels in the institution like online hostel

application, room allocation, details of allocated rooms, details of the students in the hostel and

hostel fee records.

Key Features:

Details of the hostel can be shared with students, parents and other users.

Hostel can be configured based on various facilities (AC/NON-AC), accommodation (single

room, double room etc), old/new students, class and section.

Hostel fee can be configured based on various facilities (AC/NON-AC), accommodation

(single room, double room etc), old/new students, class and section.

Automated student fee configuration as per the selected facilities (AC/NON-AC) and

accommodation (single room, double room etc).

Online apply of hostel by students / parents.

Online allocation, reallocation, transfer, modification or release of students.

Details past and present record of hostel allocation.

Details of fee taken or due related to hostel. Automated alerts if fee is due.

4.1.4.21. Mess Management

Using this module the instruction can manage its self or outsourced mess.

Key Features:

Mess can be for hostel students as well as day borders.

Mess can be configured as outsourced unit or institution self managed unit

Food grains and other assets in mess can be managed through asset manager

Records for student/faculty allocation for mess using food coupon records

Mess timing, schedule and menu management

Also connected with finance manager for financial need and budget tracking.

4.1.4.22. Placement Manager

Using this module the placement cell office can keep track of past and present placement details

along with defined process of placement.

Key Features:

Online Student Registration and uploading resumes with photos

Posting of Enquiries


Triggering alarm & SMS for urgent communication

Posting of enquiries by recruiters through online

After posting requirement, recruiters can be able to see the available students who match the

requirement. Recruiters can view the students for placement but to know the details they need

to get registered and request the placement officer to approve.

Uploading any reading material and general notices for the placement purpose.

Student online apply for placement

Automated verification of student for placement

Students can view placement results online

Can send online request to various companies for placement with student’s details and

resume.

Job related posts by the organizations.

4.1.4.23. Specialization Manager (for MBA College)

This module is specific for management institutes which student can select various specializations

from the 2nd

year of course.

Key Features:

Can configure specialization rules (example – student need to select at least two specialization

in which one in mandatory to select and in each specialization student need to select at least 4

subjects etc)

Online selection of specialization

Online selection of specialization students

Past and present records of students selected specialization.

Integrated with exam, timetable and subject allocation.

4.1.4.24. Information Manager:


Holiday/Major Activity/Events – Managing various holidays, major activities and events

based on student class and section wise and employees designation wise. Alerts can be

scheduled. Events and Major Activities can also be sent as alerts to Alumni. In event the

admin can also create event photo gallery and share with users.

Teacher Parents Meeting – Various Teachers and Parents meeting can be scheduled based

on class and section of students.

Important Date/Session Calendar – A session calendar with details of important dates,

holidays, major activities and events.

Notice Board / Note Book- Admin will have the authority to submit any notice in the ERP.

The notice can contain any message with date. Whenever a new notice comes it will

automatically send email and SMS to all the registered users (faculty, students, parents and

management team) or specific selected users based on class, section, group, house (in case of

student/parent) and designation (in case of employee). This notice will also be saved in the

database for displayed in the ERP. Using Note book users can have self notified important

dates or notes.

Institute policies and notifications – Information related to institute policies, notifications,

documents, prayers, institute timing etc.


News release/Survey/Feedback/Complain – Information related to institution news and

survey/polls conducted. In Feedback the users can send feedback related to any updates,

changes required or better improvement of service/management/process. In Complain users

can send their personal complains with privacy restriction

Complete Student Information – From a single screen the complete information of a student

like profile information, health care information, attendance, fee, academic performance,

marks sheet, library book issues/returned, various remarks, notices, lesson activity, class

notes/assignments/homework related information, achievements, certificates etc can be

displayed.

Complete Employee Information -- From a single screen the complete information of an

employee like profile information, educational information, attendance, leave, payroll,

performance etc can be fetched.

4.1.4.25. Front Office / Gate Pass:

Using this module the institution can keep records related to visitors and any front office job.

Key Features:

In Gate pass the gate security can input details of any visitor and its purpose of visit. ERP can

also capture image of the visitor along with the details of the person he/she wants to visit. A

printer slip can be given to the visitor which can be signed and returned in gate while

returning. This will also keep day to day basis records of visitors which increase security of

the institution.

In Front office any job related to reception can be managed. It will also keep track of any

query related to visitors, calls received or emails received. It can also help during admission

to keep track of admission queries.

4.1.4.26. Library Management System:

Librarian will manage institution wise library system.

The admin will update the entry of any new book in the library with various details like accession

number, class number, title, author, publisher etc. Students/Parents/Faculties can have an access

to view the books available in the library. If any book in the library is not available then it will

display record of the book with availability date and the person having it. Users can also send

feedback to librarian and details of any book. Users can also donate books.

An alert will be trigged to the librarian if any member does not return any book within the date of

return.

Librarian can view the record of the books and its booking status. Issue and return process can be

made automated using bar-code scanner/reader.

Key Features:

Online records of books

Book availability check

Status of books

Book request if not available

Students / Parents / Faculties / Staff can send feedback to librarian

Automated fine system for late return of books

Book Customer

News paper and magazine management

Barcode generator for books


4.1.4.27. Employee Management System

Using employee management system the institution can manage their own employees with

features like recruitment, registration, reporting hierarchy, subject assign, attendance, leave

management, workload management, I-Cards (normal/RFID), payroll system, appraisals,

performance, transfer and discharges.

For employee attendance system biometric/retina scanning devices can be used to make the

system automated.

This will reduce the heavy paper work of the institution to manage its own employees.

Key Features of employee recruitment:

Institution can set a teaching faculty requirement ratios based on number of students

Institution can post employee requirement based on qualification and location of employee.

The request will be posted on institution website. We can help institutions provide employees

with background verification through a recruitment agency with some minimum cost to 3rd

party agency.

Once any employee gives resignation, an automated request of recruitment gets posted once

after verification of HR or admin.

While recruiting any employee it will also display the budget allocated in finance manager.

Resumes of requested candidate will be stored for future use.

Interview and other processes of recruitment can be defined and managed.

Key Features of employee registration:

Selected employees will be registered in the ERP with various employee personal records,

health records, and academic records, past profession record, scan copy of various required

certificates or documents.

While registering HR can also configure details related to payroll and salary

HR will also configure his/her reporting hierarchy; assign job roles, assign subjects for

teaching faculty, timetable, transport and workload. HR will also assign various roles related

to coordination in transport, club activities, house activities, sick bay etc.

HR will also send I-card of the employee for print


Employees can be registered based on teaching or non-teaching category. Under both

teaching and non-teaching category it can create sub category like permanent, temporary,

provisional period, contractual etc.

HR will also configure employee attendance and leave, as per the institution policy and will

also provide ERP access to the employee to access various required policy documents.

Various intelligent records based on age analysis, gender analysis, working load analysis,

performance analysis and qualification based analysis.

Key Features of employee attendance:

Various groups of timing can be configured and employees will be assigned to any of the

groups.

Manual as well as automated attendance (using face recognizer or biometric device) can be

taken

Employee late rule can be configured (example – any employee coming 15 min late 4 times

will be considered as 1 day leave and so on)

Can manage OD / Visit process

Key Features of employee leave management:

Various leave rules based on various leave type can be configured.

Online apply and approval/rejection of leaves. Can also send alerts

Approval/Rejection based of reporting hierarchy. There can be multiple levels for approval.

Records or leave details. Intelligent reports to track leave taking tendency employee wise, day

wise, occasion wise etc.

Key Features of employee payroll management:

Can manage PF, PT, ESI, Income TAX (IT) and Gratuity.

Can configure employee wise salary heads

Can manage flexi salary with employee submitted records for verification

Formula based heads can be configured

Automatically calculates employee salary based on attendance, leave and configured taxes,

flexi and salary heads

Can manage loan or advance pay

Easy salary dispatch processes based on cash, cheque, online transfer or dispatch though

Customer

Can manage employee ITR even we can help to file ITR by our experts

Can manage form-16 and pay slips for employee

Can manage all kind of challans

Key Features of employee dispatch/transfer:

Transfer or resignation by employees.

Transfer or resignation approval by HR, admin or reporting head. It can also be multi-layer

Handover of duty and asset

Exit/transfer interview

Full and final from finance department


4.1.4.28. Alumni Manager

Alumni or past students of any institution are one of the biggest assets of any institution. Using

this module the institution can stay connected with institutions’ past students with various records

of their academic and professional performances after getting passed out of the institute. This way

the institution can also display the various achievements of their students. The institute can also

help the current students to communicate with the past students to get various real life

experiences. The ERP also allow Alumni access in the ERP from which the alumni can get

various details of the school achievements, can communicate with faculties and current students,

create friend list, sends notifications, updates regular status, upload images, write articles, can

participate in institution blogs/forums and can get invitation to various school events.

The module consists of following key features:

Online Alumni Registration through website

Database search option, to search any other past student or faculty

Online chatting option where alumni can chat between themselves, current faculties and

current students

General notices of any event, news or achievement to all the registered alumni

Posting messages, enquiries or SMS etc

An open discussion forum where the registered students and alumni can have open talks.

4.1.4.29. Finance Manager


Can manage account, group and ledger

Can manage automated ledgers of Customer account, students, employees and suppliers. This

will help the finance manager to manage user to user transaction records

Can manage manual and automated voucher entry for student fee, employee payroll and

supplier payments

Can manage budget and cost centers

Can manage reconciliation

Can update cheque materialization details

Can generate various finance related reports like group-ledger details, day book, trial balance,

profit loss, budget variance and balance sheet

4.1.4.30. Asset / Inventory Management

The module consists of following features:

Material request

Finance approval

Asset records

Purchase orders

Invoices

Warranty and insurance related SMS alerts

Maintaining records of distributing assets like pen, notebooks, markers etc

Stock records

Supplier records and payments


Asset delivery/movement/repair/damage records

Vehicle related records like fuel consumption, mileage records, maintenance records etc

Selling asset records along with canteen management records

Food grain or mess related records

Library book records

4.1.4.31. Canteen Management

Using this module the institute can manage its canteen with various food products.

Key Features:

Stock records

Student/Faculty purchase records

Bills and finance management

Can make the canteen management process automated with our canteen management device

where users can access various products of the canteen using their registered figure prints

4.1.4.32. Integrated Systems

The ERP is integrated with various independent hardware and services:

Access Control Devices - Under Access Control Devices we are providing a wide range of

Biometric Devices, Face Recognizing Devices, Low Range RFID Devices, Biometric Door

Locks, Video Door Monitoring Devices, Digital Webcams and Canteen Management

Devices.

High frequency RFID device -.The RFID solution helps in tracking students. Students

would be given an advanced long range RFID enabled ID badge that would help authorities

identify absenteeism, ensure student’s safety during their commute to and from the institution

and also guarantee that no student is left behind in institution during evacuation procedure.

Bar code reader and scanner – Bar code reader and scanner can be used to automate the

library book issue and return process

VTS/GPS System - Using this module transport management can be integrated with VTS

system for tracking various information of the transport vehicle like details movement, Idling

Status (total duration on this vehicle was stationed but engine was on thus consuming fuel),

Stoppage Details, Over Speed Details, Travelled Distance Report, Fuel Monitoring Details,

Trip Report and Door Open/Close Report.

Language Lab - Language lab transforms any computer classroom into a versatile language

learning environment and brings the best value from your existing class-room model. Before

we dwell into the lesson let us understand what is meant by a language lab and how it is


useful. This will help you co-ordinate and put in your best foot forward while taking an actual

lesson

Online e-content - ERP is providing a very rich e-learning content with 2500+ courses,

50,000+ Exams, 85000+ recorded lectures from best faculties around India and 1000+ e-

books. Our courses are related to each and every board in India

Tablets with content – Tabs with xLearn is an interactive learning platform on tablet PC,

similar to smart classes in schools. Packed with unlimited features, it will help build on what

is taught in the classroom and they will continue to enjoy the fruits of real learning even in

their homes.

Institute Health Care - Our institution health plan has led to an early detection and timely

correction of potentially serious health problems/emergencies amongst institution children’s

exclusively. This service is of immense value to children, Parent and institution alike

4.1.4.33. Application Center

Using application center users can get various educations applications.

Gaming Interface – ERP also provides educational games which can increase various skills

among the users

Learning Info – Various learning information related to book fares, educational fares,

education events, google educational certifications. Other than info users can also purchase

tickets or apply online.

Knowledge base – Various knowledge base educational links and products

Educational Products – Various online educational products for purchase

Higher Education Details – Students can get various higher educational details of various

national and international institutes with online purchase or request of e-brochure and fees

details. Students can also apply to get registered for the required course.

Interesting Apps – Various educational apps are available which the users can download.


4.1.4.34. IVR System Details

IVR is the integrated voice recognizer, using which the parents and student can get various

information of the institution by calling the IVR number. Our IVR system is integrated with our

online cloud based ERP system which can be used as the information base.

Various information that can be received using our IVR system:

4.1.4.34.1. Admission Information

1) Dates of admission

2) Pre-requisites for admission

a. Admission Fee

b. Admission documents required

c. Admission criteria

3) Status of admission for any applicant

4.1.4.34.2. Document Information

1) Details of last 5 documents

4.1.4.34.3. Examination Information

1) Details of last exam

2) Percentage of last 5 exam

3) Upcoming 5 exam dates

4.1.4.34.4. Fee Information

1) Upcoming payment details

2) Last 5 payment details

3) Due fee amount (if any)

4.1.4.34.5. Hostel Information

1) Student hostel details with hostel name, room number and contact details

4.1.4.34.6. Information Center

1) 5 upcoming Holidays

2) 5 upcoming Major

3) 5 upcoming Events

4) 5 upcoming Teacher Parents Meeting

5) 5 upcoming Important

6) Last 5 Notice

7) Last 5 News release

8) Student optional subjects

9) Student specialization and subject (only for institutions having MBA course)

4.1.4.34.7. Library

1) Issued Book details

2) Library fine (if any)

4.1.4.34.8. Student Attendance Manager

1) Today’s attendance details of the student

2) Monthly attendance details of the student

4.1.4.34.9. Student Class Note, Assignment & Homework

1) Homework of any selected day

2) Class note of any selected day

3) Assignment of any selected day


4.1.4.34.10. Student Certificates

1) Last 5 certificate issued

4.1.4.34.11. Timetable Manager

1) Timetable for any selected day

4.1.4.34.12. Transport Manager

1) Transport details of the student

4.1.4.34.13. Placement Manager (only for institutes, colleges and universities)

1) Upcoming placement details

2) Placement result

4.1.4.35. Alerts

SMS Records

Using this module the super admin of the school can view the details of the SMS consumed and

details delivery reports on daily, weekly, monthly and yearly basis.

LOGS

Sender Destination

Submit

Date

Submit

Time

Delivery

Date

Delivery

Time Message Status

IMSERP 918010133733 7/27/2013 10:13:04 7/27/2013 10:13:04

Dear

Parent

Welcome

to school -

ERPIMS DELIVRD

IMSERP 918010133733 7/27/2013 11:38:15 7/27/2013 11:38:20

Dear

Parent

Welcome

to school -

ERPIMS DELIVRD


IMSERP 918010133733 7/27/2013 11:50:27 7/27/2013 11:50:27

Dear

Parent

Welcome

to school -

ERPIMS DELIVRD

IMSERP 918010133733 7/27/2013 11:57:53 7/27/2013 11:57:59

Dear

Parent

Welcome

to school -

ERPIMS DELIVRD

IMSERP 918010133733 7/27/2013 12:38:18 7/27/2013 12:38:23

Dear

Parent

Welcome

to school -

ERPIMS DELIVRD

IMSERP 918010133733 7/27/2013 13:59:35 7/27/2013 13:59:41

Dear

Parent

Welcome

to school -

ERPIMS DELIVRD

SMS and Email alerts

As we can understand that all the parents will not have access to computers to get the details of

his/her child. Thus for any important information ERP also sends SMS/Email alerts. Faculties

also received alerts.

The ERP is capable of sending both schedule and on-action based alerts which are totally

configurable based on for which action institution wants to send an alert?, to whom the alerts will

be send and the content of the SMS. Our SMS system is open route transactional SMS where

SMS will be received by DND activated numbers with any configured content.

The below screen display a SMS configuration screen:

The list of actions from where the SMS alerts can be configured is listed below:

Basic Configuration

Holiday list

Major activities

My Account

Profile updated

Password modified

Document Manager New document added

Employee Manager

New employee added

Employee id or password reset


Alternative arrangement for class

(due to leave or absent faculty)

Employee Attendance Employee absent

Employee Leave Manager

Applied leave

Leave approved or rejected

Approved leave canceled

Employee Payroll

Employee FBP declared

Employee FBP verified

Employee ITR declared

Employee ITR verified

Employee monthly salary

dispatched

Form 16 generated

Examination Manager

Last date of marks entry

Result declaration

Exam timetable declared

Online test result

Optional subject allocated

Fee Manager

Reminder before fee due date

Warning after fee due date

After receiving the fee

Hostel Manager

When student applied for hostel

When hostel and room allocated

successfully

When hostel not allocated

When allocation modified

Library Manager

Reminder before date of return of

the book

Warning after date of return of the

book with late fine details

Notice New notice added

Student Manager

New student added

Student status updated

Student password reset

When alumni verified/unverified

Parent password reset

Student Attendance Manager

When absent

When late present

Student attendance shortage

Student Class Notes and

Assignment Manager

Class notes added

Assignment added

Transport Manager

Bus leaving to pickup student

Bus leaving to deliver student

Student transport allocation

Employee transport allocation

Over-speed Alert


Specialization Manager

Student specialization assigned

Student specialization subject

assigned

Placement Manager

Student published resume

Student resume verified

Placement schedule

The list of actions from where the E-mail alerts can be configured is listed below:

Basic Configuration

Holiday list

Major activities

My Account

Profile updated

Password modified

Document Manager New document added

Employee Manager

New employee added

Employee id or password reset

Alternative arrangement for class (due to leave or absent

faculty)

Employee Attendance Employee absent

Employee Leave Manager

Applied leave

Leave approved or rejected

Approved leave canceled

Employee Payroll

Employee FBP declared

Employee FBP verified

Employee ITR declared

Employee ITR verified

Employee monthly salary dispatched

Form 16 generated

Examination Manager

Last date of marks entry

Result declaration

Exam timetable declared

Online test result

Optional subject allocated

Fee Manager

Reminder before fee due date

Warning after fee due date

After receiving the fee

Hostel Manager

When student applied for hostel

When hostel and room allocated successfully

When hostel not allocated

When allocation modified

Library Manager

Reminder before date of return of the book

Warning after date of return of the book with late fine details

Notice New notice added

Student Manager

New student added

Student status updated

Student password reset

When alumni verified/unverified


Parent password reset

Student Attendance Manager

When absent

When late present

Student attendance shortage

Student Class Notes and

Assignment Manager

Class notes added

Assignment added

Transport Manager

Bus leaving to pick up student

Bus leaving to deliver student

Student transport allocation

Employee transport allocation

Specialization Manager

Student specialization assigned

Student specialization subject assigned

Placement Manager

Student published resume

Student resume verified

Placement schedule

4.1.5. Solution to your Requirements:

4.1.5.1. Application must be completely web-based, and must not require any client

software other than a web-browser to use it

Our solution is a full Web-based system using Cloud Technology for high-end performance and

unbreakable security. We have also come up with mobile application for android based devices.

Our Solution also provides IVR system (first in India for any Educational ERP) with detailed

information of student as well as admission information.

4.1.5.2. Application should be free from any proprietary software and must use only

open source components in its architecture. In case of Proprietary then all terms and

conditions must be clearly documented.

Open source PHP version 5.4 is used as frontend and open source database MYSQL version 5 is

used. Application can be run in Apache application server.

4.1.5.3. Complete source code must be given to the University with proper

documentation and should be University Property.

Source code will be delivered as required

4.1.5.4. All features mentioned are indicative and it is expected that Bidders will bring

all expertise to give EIO Presentations and comprehensive proposals for the mentioned five

modules. The ERP Solutions should be such that we can increase or decrease the modules

basis University requirements.

Our ERP solution is completely customizable as per the working environment of the University.

4.1.5.5. The Bidder should be able to demonstrate the functionality of their ERP

solutions in the Technical Presentation at the University.

We will demonstrate the module as required.


4.2. ERP Architecture:

ERP is using client-server system where the user interface of the client is web (browser) and the server is

in Rackspace Cloud. Most of the requests like validation and compression get completed in client side

itself using java-scripts and Ajax but for any request where database access is required the client sends

request to server for process. For every process server receives from the client, it opens a new database

connection, thus for multiple processes it opens multiple connections. The connection gets closed once the

process gets completed but still if the number of connection increases heavily then we manage them using

connection polling.

IMS School is using 3-tier architecture, thus all application is between the three layers (a) User Interface,

(b) Business/Application Layer and (c) Database. The diagram below display the 3 layers used in IMS

School.

a) User Interface – This layer has been used for any kind of user interaction with the ERP basically the

client side information. The platform in our User Interface is web.

b) Business Layer – All the applications and logics are written in the business layer. This is basically

the server side information. Any user request will be to business layer from user interface layer.

Business layer opens connection for the database access.

c) Database – Database contains all the data needed by the application and user interface layer.

d) Integration Layer – Addition of this layer will make the application SOA enabled and each module

can be reused through web services in external systems.

Educational ERP supports two kinds of SaaS model

a) Single Instance and Shared Database – All the institutions will share the same instance of

application and all institutions data will be stored in the same database instance but separated using

security mechanism

b) Separate Instance and Separate Database – An institution can be setup on dedicated instance of

application using dedicated instance of database but this dedicated cloud setup will be high on cost.


Technology used


5. Why Us?


6. USP


7. Our advantages over other

Criteria On Premise EduSys

Type

Software installed on institute

server, thus extra cost of

server, maintenance & man

power

ERP can reside on Cloud Servers

Security

Insecure even after high cost

firewall, maintenance & man

power

Cloud server security, highly encrypted

Performance

Once load increases

performance will reduce.

Needs extra recourses to stable

the performance

100% uptime being in Cloud server and always

stable performance with automatic allocation of

resources once load increases

Accessibility Local network Internet - Any time any where

Uptime Low with high maintenance 100% uptime without any maintenance cost

Backup Manual/scheduled on server Automatic daily backup with high level security

Scalability Low with additional space

required Highly scalable & no charge except license fee

Robustness

Low - High traffic usage can

cause recourse allocation

problems

Dynamic resource allocation thus hassle free

usage

Deployment Slow, manual, self

responsibility for configuration

Rapid, we are providing ready ERP with

configuration, data migration, working

environment analysis, customization etc

Support &

Patch

Deployment

Slow - Manual on premise Quick - remote

Customization Manual, on premise with extra

cost Report without any extra cost

Pricing 50-70% advance License based, no advance

Service

Various vendor and application

required to provide a complete

solution, service and hardware

A single window with all requirements related

to IT.


8. Implementation process model


9. Product Upgrade Process Model

NSCS uses Agile SCRUM methodology for the product evolution and for the fulfillment of feature

enhancement requests and release new Product Version every year.


10. Customization Process Model – Agile Waterfall Model


11. Data Conversion / Migration

Data migration methodology is divided in three main steps as follows:

Discovery

Management

Implementation/Support

Discovery

This phase makes the most critical part of the data migration methodology adopted.The data from the

existing application is analysed and is compared with the data required in target application. The gaps

between the source data and target data are finalized. Any data cleansing requirements, if required in the

source data, are identified and detailed plan is designed for data migration activity.

Gap Analysis

During this phase the source and target data is analysed thoroughly and if there are any differences in

the two policies and rules are designed to meet the gaps between the data.This activity is broadly

divided into the following phases:

1. Data Extraction: In this phase the data is extracted from the source database by writing

procedures.In this phase detailed study of the source database is done and code is written to

extract the data.

2. Metadata Review: Metadata is the data about the data.i.e. information about the database of

the legacy application/database.This metadata of the legacy application/database is analysed

during this phase.

3. Legacy and Target Data Gap Analysis:The legacy and the target data are studied and a

detailed study about the gap is prepared during this phase.

4. Cleasing Requirements:During the study of source data the data cleaning requirements ,if any,

are finalised.

After the above said processes a high level design for the migration tool is prepared and the process

moves on to the next phase.

Management

This phase takes care of the mapping,designing and building of the data migration tool.The main activities

of this phase are :

Mapping

The source and target data is analysed.Mapping rules are defined between the source data and target

data.Each and every process of mapping is assigend complexity and a detailed dessign based on the

mapping requirements and complexity levels is defined.During this phase itself the signing off rules,

between the two parties are defined and are documented.The major tasks under this phase are:

1. Analyse Source Data:A detailed study of source database is done.

2. Analyse Target Data: A detailed study of target database is done.

3. Define Rules:Rules are defined to map the source and target database.


4. Run Workshops:Workshops are organized and the rules defined are discussed and modified if

desired.

5. Assign Complexity:The rules are analysed and complexity levels are assigned to the rules.

Process 3 to 6 are recursive processes which go on till all the rules are defined .

6. Sign Off Rules:The rules thus defined are signed off by the prties involved in the process of

data migration.

7. Detailed Design:After defining all the rules and their complexity a detailed design of the tool

is prepared.

Design and Build

During this part of the management phase actual coding is done for the migration tool.The mappings

which were defined in the prior phase are implemented.Manual coding is done to import the data in the

target database.The results are tested and the code modified to resolve the descripencies and reach the

expected results.If some data which is required in the source database and is not available in the target

database,then data entry formats,data entry screens are designed to input the data.The output of this

phase is a data migration tool which extracts or reads data which is provided in predefined

formats,loads the data in the source database taking care of all the mappings and the rules defined.The

major tasks of this phase are:

1. Input Mapping Rules:The mapping rules defined in the Management phase are implemented

in this phase.

2. Add Manual Code:Manual code is added to the tool to meet the data conersion related tasks.

3. Build Conversion Routines:Routines are written for the data conversion of different modules.

4. Test Expected Results:The results thus obtained are then tested.

5. Resolve Discripencies:If any discripencies are found in the test results, they are rectified and

the process 3 to 4 are followed again ,till a acceptable data conversion tool is designed.

6. Test Conversion Options:All the conversion options provided in the tool are tested thoroughly

and descripencies,if found are resolved.

7. Implement Data Feeds:If some data can’t be obtained through the source database then data

feeding forms are designed and implemented.

Resultant of the above said phases is a detailed design for developing an error free data migration suite

which comprises of

Data Extraction Tool

Data Loading Tool

Data Conversion Tool

Implementation/Support

This is the final phase during which a test server is created and the data is uploaded in the target data

base.The data is tested for its validity using reports and performing test runs(of the application) on the

data.Once the data is checked upto the satisfaction of Customer personnels ,it is hosted on the production

server and the brach is made live.


Detailed digram of Methodology adopted by NSCSPL for Data Migration

Data Migration Strategy

The data will be migrated to New System starting from a cut-off date. Cut-off date will be decided at the

time of initial Requirement stage.

Data migration templates would be provided. Based on the template definition, the Customer will map the

data requirement of new system with their Host system and provide data in the excel file. The migration

template will contain the data requirement of each business entity.

Reconciliation Strategy

The strategy that would be applied for reconciling the migrated data will be as defined below:

Customer will do the integrity checking of the data that has been provided for migration in new

system.

Supplier and Customer joint team will do the integrity checking of the data that has been migrated

into new system.

Reconciliation will be done between New System and the data provided by Supplier for migration.


Data Migration Role & Responsibility

NSCSPL Responsibility CUSTOMER Responsibility

Finalizing the Migration template and sending to

purchaser

Prepare Migration Programs as per the customized

solution for the purchaser

Mapping the data between new system and

existing system based on data migration

template.

Upload test data provided in the system and to

provide the results for reconciliation

Provide Test data from the existing system. Do

integrity checking for the data

Prepare control reports from new system Prepare control report to reconcile

Upload Final data provided by purchaser in the

system and to provide the results for

reconciliation

Provide Final data as on cut-off date

Generate Control report from New system Verify control report produced from new

system

The reconciliation activity will be completed

jointly with NSCSPL team and give signoff at

each stage of migration after verification.


12. Support Process

a) Support Service Scope

Manned telephone support

Monitored email support

Remote assistance using Remote Desk Feature List

Daily system health check

b) Support Service Availability

Telephone support : 9:00 A.M. to 6:00 P.M. Monday – Friday

Email support: After Normal Business Hours*

Remote assistance.

Daily System Health Checkup – An email will be sent to the customer’s contact DL/Email

address daily at 11 AM with the latest system health checkup report.

Onsite support – If required we also provide onsite support member for a required period as

per the clients requirements.

* Business Hours- Monday to Friday, From 9 AM to 6PM

c) Service Level Definition for Trouble Tickets (Issue/Bug):

Service Levels

Priority Level Response Time SLA Resolve Time SLA*

P1 15 Minutes 0-8 Hours

P2 30 Minutes Within 24 Hours

P3 60 Minutes Within 3 working days

Note - Resolve time SLA can be changed based upon the nature and complexity of issues;

however support will notify the customer and will regularly update the customer in such cases.

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