How schools without a School Management System operate

Overarching Issues

 No visibility-between departments, SLT

 Manual intervention required
 No single source of truth
 Heavily reliant on printing & paper
 No mechanism to restrict access to information at a user level within a department

Module wise

Gradebook & Report Card

 Register based mark entry

 Empty report card booklet to be filled by teachers for each student
 Excel based manual data collation for analysis
 Great chances for error, very labour intensive

Attendance

 Attendance register
 Parent writes a leave note which is submitted to the teacher
 Parents are unaware weather their child has actually reached the school or not
 No mechanism to track overall class attendance stats
 Difficulty to track the public holidays as the whole process is manual

Paper based communication

 Circulars
 Fee Reminders
 Notices
 Consent forms
 Diary based communication between teachers & parents

Admissions

 Printed admissions form

 Parents fill & submit to school
 Manual data entry into a database, her records would not match with the records of the
accountant
 Every student has a hard copy file where all documents are centrally stored & updated
 No mechanism to track documents expiring as it is all paper based
 When a student is issued a TC the registrar just updates the students file, but the Accounts
team has no idea that this has happened
 Consent forms are paper based & kept in the student file, difficult to track approved
consents, need to do manually
  No user based access to specific data, because all student data is in 1 file eg. Sect, financial
aid info

Library

 Separate software for managing library activities, which is not linked with the student
master maintained with the accounts department
 Cant track student reading habits
 Need to keep track of the most recent unique id for books its not automatically generated

HR

 Every teacher has a file similar to students, so schools may go max to a excel sheet
 All leave applications are manual, the leave applications are presented to the right
stakeholders for signature
 Remaining leaves calculation & tracking manual

Scheduling

 Timetable is created manually

 no clash checking mechanism

Fee

 They have their own list of students in their records

 List of fee dues printed by the accounted and given to class teacher to follow-up with
students
 Manual reminder & notices
 Manual bank & cheque reconciliation
 Manual receipts generation
 For facilities like chess, swimming, karate etc. the student would inform the class teacher
who would then give a full list + money to the accountant

Assignments

 Paper based assignments

 Submission status checking difficult

Learning Plan

 Professional teachers could not share the way they planned in a standardized manner,
printouts were shared