Nchitonet Dot Com Ltd.

&
WIWO Enterprises Pvt. Ltd.

CONCEPT PROPOSAL

Delivering School Management

Systems for 50+ Secondary Schools in
Zambia
Admin

Tests /Exams
1|P a g e

Students

Parents

Teachers

Courses

Fees

Attendance

Employees

Reports

Executive Summary
In Zambian Secondary and Tertiary Schools today, many School Mangers and Principle have been lacking
the opportunity to manage their administrative activities using technological advancements such as
Mobile Phones, Tablets, Computers and Internet. Currently it is difficult for School Mangers and
Principles to know in real time how many students are attending classes, the Parents contact details of
each student, or generating reports on school fee payments for each student. These are just some of the
many solutions we are providing with our Open School Management System under the partnership of
Nchitonet Dot Com Ltd of Zambia and WIWO Enterprise Pvt ltd of India. The two companies with a great
technology background have established a partnership to deliver customized School Management
Systems to Fifty-Plus (50+) Secondary Schools in Zambia by the end of 2015.
The companies intends to partner with Ministry of Education, Individual Secondary Schools, the private
and public sector institutions to name this project a success in Zambia. This is thought to contribute
positively to the development of education in Zambia as the system will give privileges to school
Administrators, Teachers, Students and Parents to send and access vital information on students and the
school activities. What is even better is that the system will be Mobile responsive which means that
users (i.e. Parents, Teachers, Students and Admin) will be able to access the system on their Mobile
phones or Tablets (like Facebook). Imagine a system that provides privilege for a parent to know which
subject a child attended on a particular day regardless of the distance and place between them.
This project will start with a pilot project in January 2015 and will involve at least five (5) schools from
Lusaka. Then a Fifty-Plus (50+) project will commence in February with first identifying fifty (50)
secondary school that could participate. The criteria for participation will be quite simple; all it will take
is for school managers to indicate their interest to participate by purchasing a System License for their
school currently going K8,500 only. A free Live Demo presentation will be done at their school to just let
a feel of the system by the Admin and Teachers. Then a customized version of Zambia Open School
System with 12 months free technical support and update will be installed on a server of their choice.
We will be looking out for the private and public sector institutions to support the schools to meet other
costs such as Training and Customization of the Open School System to meet the needs of school
managers in Zambia.

2|P a g e

Contents
Executive Summary....................................................................................................................................... 2
Introduction & Background .......................................................................................................................... 4
Open School Management System ............................................................................................................... 5
System Portals........................................................................................................................................... 6
System Modules ........................................................................................................................................ 7
Delivering Open School Management System in Zambias Secondary Schools ......................................... 10
Time Frame ................................................................................................................................................. 12
Cost Estimates (Pilot Project) ...................................................................................................................... 14
Contact details ............................................................................................................................................ 15

3|P a g e

Introduction & Background

Nchitonet Dot Com Ltd., is a Zambia based company that was established in 2011 with a goal of
enhancing innovation and technology in Zambia. The company has been working on developing
a market place where local users in schools, colleges and universities can find latest global
software and systems that could improve their daily operation in administration and learning.
On the other hand, WIWO Enterprise Pvt. Ltd, an Indian based company has been pioneering IT
solutions to promote Open-School Management System that could be customized to suite local
school structure that could be around for the long term.
WIWO was founded with the vision of creating Open-School, a scalable product and platform
which can be used for administration of all types of institutions including both academic and
even non-academic concerns.
Development of Open School v1.0 started back in 2010, and the first commercial release of our
software was in 2012 (version 2.0). Even after the release, our team continued to work on it,
regularly adding new features and removing bugs. In 2012 we also added the product details to
our website to show-case our product to a global audience. This was met with a lot of
enthusiasm and it helped us close many sales and helped form partnership with many
businesses located all over the world. The greatest asset of our company is the capability &
expertise that have been inculcated by the members of our core product engineering team.
They continue to make the biggest contribution as the next version of our product is being
developed.
The Open School Elite package includes:

Latest Version of Open School supporting unlimited users

Perpetual License with lifetime activation.

Initial software Implementation and setup support.

Remote Installation on a server of your choice

12 months of technical support from our team and

12 months of updates and patches, including select functional upgrades.

4|P a g e

Open School Management System

Open-School is an integrated school management system which aims to bring much needed
simplicity to Administration of an Enterprise especially in the field of Education. To achieve this
Open-School is a flexible and scalable educational management system where every user can
discover and realize their potential to achieve overall development.
Open-school promises quick and secure flow of information and fast response times. We build,
design, develop, and deliver Open-School to help educational institutions make their work
more easy and simple. Open-School provides a platform to reach-out, share and collaborate,
which makes all the users fully involved in the education process.
Once our Enterprise software is implemented in a school, it enables all the users (School
Administrator, teachers, students, parents) to log-in to the system from any internet enabled
device and perform various activities like making leave requests, arranging PTA meetings,
publishing exam scores etc. While similar products in the market do not allow the parent and
student to login, Open-School aims to further bridge the gap between parents, students and
teachers and creates a standardized platform for meaningful collaboration to happen (even
between schools in a group).
Our Product was created to perform two main functions; namely making institution
management easier and providing guidance to the administration to help future decision
making. These functions are very important concerns for the school managements and the
governments education bodies. While looking at our competitors, we can see that many of the
current enterprise software perform the former function, but we believe that none of them
have meaningfully addressed the later concern, thereby creating an un-met need.
Another point to note is that most of the competing products have continued to add features
to their products over the years with little regard to the end user experience, this has resulted
in a lot of products that are too complicated to be used in real life scenarios.

5|P a g e

System Portals

Admin

Teacher

Student

Parent

6|P a g e

The system portal will enable School Administrators to login and perform various functions
and duties. Through the Admin Portal, School Administrators will be able to ;
Recruit new Students and Teachers and create their login details
Create School Time Tables and Track Attendance of Students and School Employees
Send and Receive electronic messages to Parents, Teachers and Students Via Email and
SMS integrated within the School System
Create Subject / Courses and Teachers responsible for individual tasks
Create and manage Tests / Exams and Generate Reports for students and parents
Open School System portal will enable School Teachers to login and access various privileges
such as:
View own Attendance, leaves etc. and mark Student Attendance (class-teacher only).
View Timetable, and enter marks (class-teacher only) for Exams.
Send and receive messages.
View News, Events and Events calendar.

Download notices, forms etc.

View and verify own profile.

The System portal will enable Enrolled Students to login with their personal details and have
access to various privileges such as:
View and verify their own profile

View and verify own profile

Send and receive messages

Download notices, forms etc.

View Attendance, Time-table, Fee details, exam dates etc.

View and search books lent and available in the school library.
Register for and view hostel details
Open School System also has a Portal for Parents that will enable them to login with their
personal details and have access to various privileges such as:
View and verify own profile and students profile
View Attendance, Time-table, Fee details, exam dates etc. of the wards
Support for multiple students (siblings) for a single parent
Send and receive messages.
View News, Events and Events calendar.
Download notices, forms etc.

System Modules

Student
s

Employees

Subjects &
Courses

The system has user friendly Student Module that will enable School Administrators and
other key users to do the following functions:
Admissions Dashboard and Admission Management
Create student Categories.
All Students list with default filters and custom filtering that can be saved.
Add, View and Manage student and guardian details
Generate PDF reports of Student profiles.
Open School Management System also has user friendly Employees Module that will enable
School Administrators and other key users to do the following functions:
Create employees and Manage Employee details.
Employee Leaves and Leave-types management
Employee attendance management
Set subject association for trainers/teachers.
Manage and Assign employee Category, Department, Positions and Grades

Open School Management System also has user friendly Course Module that will enable
School Administrators and other key users to do the following functions:
Create and manage Courses, Batches and Subjects (including electives)
Assign Weekdays, batch start & end dates, Class-teacher etc.
Set Course-Batch-Subject associations.
Limited management of Attendance, Timetable and Exams
Open School Management System also has user friendly Free Module that will enable School
Administrators and other key users to do the following functions:
Create and manage Fee-Category and Particulars
Create Fee-Collection schedule and enter collected fees
Manage Paid and Payable fees per student, per batch etc.

Fees
Open School Management System also has user friendly Examination Module that will
enable School Administrators and other key users to do the following functions:
Create and manage Exams
Enter scores of exams
View Assessment dashboard and set grading levels
Generate PDFs of report cards.

Examination

7|P a g e

Open School Management System also has user friendly Attendance Module that will
enable School Administrators and other key users to do the following functions:
Create and monitor various employee and student attendance records
Create and View the Detail and Reason for availed leaves

Attendance

Timetable

The System also has user friendly Timetable Module that will enable School
Administrators and other key users to do the following functions:
Set Weekdays
Set Class Timings and Breaks.
Create, generate and maintain timetable for each batch.
The System also has user friendly Reports Module that will enable School Administrators
and other key users to do the following functions:
Create Comprehensive reports per student
Generate Batch and student wise assessment/progress reports
Generate Reports for Employee and Student attendance.

Reports

Library

Hostel

Transport

8|P a g e

The System also has user friendly Library Module that will enable School Administrators
and other key users to do the following functions:
Search and List all books
Add book details
Manage the Lending and Returning of books
Create Book-Categories and Author lists.
The System also has user friendly Hostel Module that will enable School Administrators
and other key users to do the following functions:
List and Manage Room Details
Add Hostel Details like name, address etc.
Create, Allot and Vacate Rooms
Manage Mess, Menu types, and assign cuisines to students
Manage Mess fees and sent mail for unpaid fees.
The System also has user friendly Transport Module that will enable School
Administrators and other key users to do the following functions:
Add Vehicle and Driver Details
Create Routes and Stops
Allot students to routes
Manage School-transport-fees
Manage Log of All Buses

Open School Management System also has user friendly Downloads Module that will
enable School Administrators and other key users to do the following functions:
Upload Videos, Pictures and Documents for learning content
Materials are automatically filtered by batch and course
Create File categories to further fine tune and limit the uploaded content privacy.

Downloads
Open School Management System also has user friendly Import Module that will enable
School Administrators and other key users to do the following functions:
Import existing Student and Employee details from Excel sheets and CSV files.

Import
Open School Management System also has user friendly Export Module that will enable
School Administrators and other key users to do the following functions:
Export the Student and Employee details from Open School toCSV Excel files.

Export

9|P a g e

Delivering Open School Management

System in Zambias Secondary Schools
The two companies (Nchitonet Dot Com Ltd., of Zambia and WIWO Enterprises Pvt. Ltd of India) will
work together in partnership with aligned Ministries and Schools to deliver automation of School
Management. In delivering a successful project of Open School Management System in 2015, the two
companies plans to do the following:
1. Implement a Pilot Project starting January 2015 that will involve at least five (5) Schools based in
Lusaka
To achieve this we will need to;

Identify at least five (5) schools preferably secondary schools that are based in Lusaka and could
be interested to have an electronic school management established for their institution.

Present a Demo of Open School System that has been designed and customized for Zambian
Schools

Confirm each Schools participation in the Pilot Project and ascertain their agreement to the
Terms and Conditions of the Open School Systems License

Gather some customizable features that school managers would like have on the system

Customize the system tailored to the needs school mangers

Launch open School Management System for each participating School

Provide startup training for managers and users

2. Monitor & Evaluate usage of Open School Management System in participating Schools of the
Pilot Project
To achieve this we will need to;

Identify at least ten (10) key users from each participating school that will be frequently visited
and find out their challenges and progress in using open school system at their school

Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting
from the system

Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system

Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and
parents) in term of trainings and acquiring necessary gadgets and materials.

3. Implementing the fifty plus (50+) License Prroject of Open School Management System in Fifty
(50) Secondary Schools of Zambia
To achieve this we will need to;
10 | P a g e

Identify at least fifty (50) secondary schools all over the country that could be interested in
establishing electronic management system for their schools.

Present a Demo of Open School System that has been designed and customized for Zambian
Schools

Confirm each Schools participation in the FiftyPlus (50+) Project and ascertain their agreement
to the Terms and Conditions of the Open School Systems License

Gather some customizable features that school managers would like have on the system

Customize the system tailored to the needs school mangers

Launch the 50+ open School License Project in each of the fifty participating Schools

Provide startup training for managers and users of the open school system

4. Monitor & Evaluate usage of Open School Management System in participating Schools of the
Fifty-Plus (50+) License Project
To achieve this we will need to;

Identify at least ten (10) key users from each participating school that will be frequently asked to
give feedback on their challenges and progress in using open school system at their school

Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting
from the system and propose methods of closing up any gaps

Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system

Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and
parents) in term of trainings and acquiring necessary gadgets and materials.

11 | P a g e

Time Frame
Task
1. Implementation of a Pilot Project that will involve at least five (5) Schools based in Lusaka
1.1. Identifying of Secondary School to participate in the Pilot project
1.2. Presentation of Demo Open School System to participating School Managers
1.3. Confirmation of each Schools participation in the Pilot Project and ascertaining their agreement to
the Terms and Conditions of the Open School Systems License
1.4. Gathering of some customizable features that school managers would like have on the system
1.5. Customization of the system tailored to the needs school mangers
1.6. Launch open School Management System for each participating School
1.7. Provide startup training for managers and users
2.
2.1.
2.2.
2.3.
2.4.

Monitoring & Evaluation on the usage of Open School Management System in participating Schools
of the Pilot Project
Identifying of at least ten (10) key users from each participating school that will be frequently visited
and find out their challenges and progress in using open school system at their school
Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting from
the system
Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be helped
and engaged to achieve a holist usage of the system
Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and parents) in
term of trainings and acquiring necessary gadgets and materials.

Implementation of the fifty plus (50+) License delivery of Open School Management System in Fifty
(50) Secondary Schools of Zambia
3.1. Identifying of at least fifty (50) secondary schools all over Zambia to participate in the Fifty-Plus (50+)
Open School System Project
3.2. Presentation of a Customized Demo Open School System to participating School Managers
3.3. Confirmation of each Schools participation in the FiftyPlus (50+) Project and ascertaining their
agreement to the Terms and Conditions of the Open School Systems License

Start Date

End Date

05/01/2015
12/01/2015
19/01/2015

16/01/2015
23/01/2015
30/01/2015

26/01/2015
02/02/2015
16/02/2015
23/02/2015

06/02/2015
13/02/2015
27/02/2015
06/03/2015

02/02/2015

27/02/2015

02/03/2015

20/03/2015

16/03/2015

27/03/2015

23/03/2015

03/04/2015

09/02/2015

27/02/2015

23/02/2015
23/03/2015

20/03/2015
02/05/2015

3.

12 | P a g e

3.4.
3.5.
3.6.
3.7.

Gathering of some customizable features that 50+ school managers would like have on the system
Customization of the system tailored to the needs 50+ school mangers
Launching of the 50+ open School License Project in each of the fifty participating Schools
Providing startup trainings for managers and users in 50+ Secondary Schools in Zambia

Monitor & Evaluate usage of Open School Management System in participating Schools of the FiftyPlus (50+) License Project
4.1. Identify at least ten (10) key users from each participating school that will be frequently asked to give
feedback on their challenges and progress in using open school system at their school
4.2. Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting from
the system and propose methods of closing up any gaps
4.3. Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system
4.4. Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and parents)
in term of trainings and acquiring necessary gadgets and materials.

04/05/2015
25/05/2015
08/06/2015
22/06/2015

23/05/2015
26/06/2015
25/09/2015
27/11/2015

22/06/2015

28/08/2015

13/07/2015

16/10/2015

27/07/2015

04/12/2015

03/08/2015

18/12/2015

4.

13 | P a g e

Cost Estimates (Pilot Project)

The Project Budget will largely be driven with the number of schools that participate in acquiring user
licenses for their School and in the breakdown below.

Each School participating in the project will be required to purchase License of an Enterprise Open
School Management System (@ K8,500) that will be installed on server of choice

Participating Schools can have their Open School System Hosted by Nchitonet or WIWO @ K1,500
per Year

Each participating School will send at least 3 people to participate in an initial Key User Training @
K1, 500 per person or participant.

Local partners such as the Ministry of Education and the private sector could support the
customization process of Open School Zambia System @ approx. K8,000 to enable the system be
tailored to the needs school mangers

Item Description

Unit

Unit Cost
(ZMK)

Sub Total
(ZMK)

Demo Presentations with each school

Free

Monitoring & Evaluation Services

Free

Pilot Project

Hosting Services for each School for 12 months

(optional)
License fee for an Enterprise Version of Open
School System
Customization of Open School Zambia System

5 Schools

1,500

7,500

5 School

8,500

42,500

14 Days

550

7,700

Training of School Mangers and other Key Users

15 Participants

1,500

22,500

Total

14 | P a g e

80,200

Contact details
For more information on getting started, please contact us on the
following details:
Company:

Nchitonet Dot Com Ltd.

Contact:

Mr. Sinyangwe Tuliswensi

Address:

Findeco House 16 Floor Suite 8

P.O Box 30226, Lusaka
nchitonet@yahoo.com
hopeforchange@ymail.com
+260971684431

Email:
Phone:

15 | P a g e

th