School Management System - eKesh Solutions

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Objectives

The proposed solution is a comprehensive institution management platform that brings administrators, teachers, parents, and students together on one platform. It streamlines daily operations like admissions, attendance, fee management, library, assets & inventory, accounts & payroll and improves communication across the school community, and empowers educators to focus on what truly matters: student success.

Streamlined operations and reduced administrative overhead

Faster, data-driven decision-making with real-time insights

Stronger engagement between educators, students, and parents

A more structured, transparent, and supportive educational environment

Improve the learning experience through digital tool & resources

Ensure role-based access to sensitive data

It is more than just a digital solution—it is a future-ready platform that enhances operational efficiency and drives excellence in education management.

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Benefits

The School ERP provides a unified, cloud-based platform that streamlines administration, strengthens communication, and ensures secure, efficient management of institutional operations.

🏫

For Schools/Admin

Streamlined operations, automated fee management, stores & inventory management, secure cloud data, real-time reports, and paperless processes.

👨‍🏫

For Teachers

Digital tools for attendance, assignments, grading, and performance tracking.

👨‍👩‍👧‍👦

For Parents

Instant updates, fee transparency, mobile notifications, and easy access to student progress.

🎓

For Students

Modern learning experience, digital access to timetables, assignments, exam schedules, and improved teacher support.

Overall Impact: Saves time, reduces errors, enhances communication, and creates a transparent, future-ready educational environment.

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Key Features

Initial Configuration Management

Student Admission & Profile Management

Fee Management with online payment gateway integration

Student Attendance (Mobile Based) & Gate-In RFID with Parent Notification

Student Leave Requests & Approvals

Staff Profile Management, Leave, Attendance & Payroll

Time Scheduling / Timetable Management

Assignment Management

Class Test/Examination Management

Transfer Certificate (TC) Generation

Grievance Management (Teachers & Parents)

Parents Teacher Meeting – PTM

School Communication & Notices

Library Management

Learning Management System (LMS)

Transport Management with GPS Tracking

Assets & Inventory Management including Labs

School Dashboard & Administration Control

Mobile App Access - Android & iOS

🔒

Data Security & Privacy

Regular Backups & Cloud Redundancy: Prevents data loss and ensures business continuity in case of technical failures.

End-to-End Data Encryption: All student, staff, and financial records are encrypted during storage and transmission.

Role-Based Access Control: Ensures only authorized users (Principal, teachers, parents, staff) can view or edit relevant data.

Compliant with Data Privacy Standards: Adheres to global data protection guidelines (like GDPR) to maintain confidentiality.

Attendance & Student Safety: RFID/Geo-fencing ensures accurate student tracking with instant parent notifications.

Transport Safety: GPS-enabled bus tracking for parents and administrators to monitor student commutes in real-time.

⚙️

Initial Configuration Management

Administrators / Principals

Define academic sessions and school years
Configure classes, sections, shifts, and mediums of instruction
Set up rooms, classrooms, and laboratories for scheduling
Create staff categories and roles
Establish grading systems and attendance policies
Configure fee structures and installments

Staff / Department Coordinators

Input and update room and lab details
Assist in defining subjects and staff assignments
Manage student sections and group allocations
Help maintain fee records for departments

Benefits

Ensures accurate foundational data for the ERP system
Reduces manual errors and rework in operations
Enables seamless integration of all modules
Saves administrative time during setup

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Student Admission & Profile Management

Student Admission

This module simplifies the admission process by offering both online and offline options. Parents can submit applications, upload documents, and track admission status digitally, while administrators can verify records and manage approvals efficiently.

Supports merit lists and interview scheduling
Automated communication with applicants
Reduces paperwork and manual errors
Transparent and time-saving process

Student Registration & Profile Management

The Student Profile module maintains a complete digital record of each student, including personal details, photograph, academic performance, attendance, and disciplinary history.

Quick access to student information
Generate certificates with ease
Track progress and identify learning gaps
Provide personalized support

💳

Fee Management

Offline Fee Management

Customizable fee heads (tuition, transport, activity fees)
Record payments in cash, cheque, or demand draft
Issue printed receipts instantly
Real-time record updates
Centralized tracking of offline transactions
Detailed dashboards and analytics

Online Fee Management

Integrated payment gateways (UPI, cards, net banking)
24/7 payment accessibility
Instant receipt generation
Automated payment reminders
Automatic reconciliation
Secure encrypted transactions
Multi-device access support

📅

Student Attendance

RFID-Based Student Gate Entry

Automatic entry/exit recording with RFID cards
Real-time parent notifications for absences
Security monitoring and unauthorized access prevention
Track late arrivals and early departures
Seamless ERP integration
Support for multiple entry/exit points
Detailed attendance reports and analytics

Mobile App Based Attendance

Convenient mobile app marking by teachers
Instant ERP data updates
Subject-wise and period-wise tracking
Elimination of paper registers
Leave request integration
Reduced manual errors

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Mobile App Access - Android & iOS

Parents

Instant notifications for notices and updates
Track child's attendance and academic progress
Monitor fee status and make online payments
Direct communication with teachers

Teachers

Access class schedules and attendance records
Share homework and study materials digitally
Send notices and reminders
Monitor student academic progress

Students

View attendance, grades, and homework
Submit assignments and access study materials
Receive notifications about exams and events
Communicate with teachers for queries

Administrators

Monitor overall school operations
Send notices and alerts to stakeholders
Access real-time dashboards and reports
Oversee communication transparency

🏖️

Student Leave Requests & Approvals

Leave Requests

Digital submission via mobile app or online portal
Specify leave type (sick, casual, emergency, etc.) and duration
Automatic notifications confirm submission and status updates
Eliminates manual paperwork for faster processing

Approval by Class Teacher

Instant review, approval, or rejection by teachers
Automatic attendance record updates
Add comments or instructions during responses
Bulk approval options for multiple requests
Detailed reports and history for transparency

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Staff Profile Management & Attendance

Staff Profile

This module maintains complete records of staff members, including personal details, qualifications, experience, attendance, and payroll information.

Access and update data anytime
Track performance evaluations and responsibilities
Digital repository enhances transparency
Simplifies HR processes like promotions and appraisals

Staff Attendance Using Bio-metric

Biometric devices (fingerprint or facial recognition)
Prevents proxy marking and ensures accuracy
Real-time data available to administrators
Integrated with payroll for automated calculations
Enhances discipline and accountability
Attendance history analysis for HR decisions

🌴

Staff Leave Management

Leave Requests

Digital submission through mobile app or online portal
Include leave type (casual, sick, earned, emergency) and duration
Automatic notifications confirm submission

Leave Approval

Instant review by managers, supervisors, or administrators
Automatic attendance and payroll record updates
Add comments or instructions during approval
Bulk approvals for multiple staff members

Reporting & Integration

Detailed records of all leave applications
Generate reports to analyze leave patterns
Track balances and improve workforce planning
Integrated with payroll for accurate salary calculations
Enhances transparency and accountability

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Staff Payroll Management

Payroll Management

This module automates payroll by integrating seamlessly with staff attendance and leave records.

Calculates salaries, deductions, allowances, and statutory compliances
Supports attendance tracking method integration
Digital leave management reflected in payroll calculations
Staff access to salary slips and tax details via mobile app
Reduces administrative workload
Generates detailed payroll reports for management and audits

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Timetable & Scheduling Management

Automatic Timetable Generation

Considers subject requirements, teacher availability, classroom allocation
Ensures no overlaps for teachers, classrooms, or students
Supports optional subjects and electives without conflicts

Teacher & Subject Allocation

Automatically assigns teachers based on availability and workload
Balances teaching hours across teachers
Manual adjustment options for administrators

Substitution & Access Management

Handles teacher absences with substitute suggestions
Automatic schedule updates and notifications
Student and teacher access via mobile apps
Optimal classroom and resource allocation
Conflict resolution and constraint management

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Assignment Management

Teachers

Create and assign homework digitally with instructions and deadlines
Attach PDFs, images, links, or other resources
Review submissions and provide feedback
Track completion status and send reminders

Students

Access assignments through mobile app or portal
Submit homework digitally with attachments
Receive notifications for new tasks and deadlines
View feedback and track completion status

Parents & Administration

Parents: Monitor child's homework and submission status
Parents: Receive notifications for pending tasks
Administration: Track overall engagement and completion rates
Administration: Generate performance reports and ensure accountability

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Class Test Management

Teachers

Create class tests digitally with subjects, topics, and schedules
Enter marks directly into the system
Generate performance reports to identify strengths and weaknesses
Receive insights on overall class performance

Students

Access scheduled test details via mobile app
View marks and feedback once evaluated
Track progress over time for improvement

Parents & Administration

Parents: Receive test schedule and result notifications
Parents: Monitor child's performance in each subject
Administration: Monitor schedules and performance across classes
Administration: Generate reports for academic planning

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Examination Management

Exam Creation & Scheduling

Create examinations (term, annual, special) digitally
Define subjects, exam types, duration, and grading schemes
Schedule with start/end times for multiple sessions

Room Allotment & Planning

Automatic or manual exam hall allocation
Generate student seating plans
Assign invigilators to rooms
Digital attendance marking during exams

Evaluation & Results

Online marks entry for theory, practical, projects
System validation to reduce manual errors
Automatic generation of mark sheets and report cards
Results publishing through mobile app
Analytics for performance trends and insights

📜

Transfer Certificate (TC) Generation

TC Module

The TC module allows administrators to quickly generate transfer certificates with pre-filled student details.

Reduces paperwork by auto-fetching data from student profiles
Ensures accuracy in records
Certificates customizable as per school requirements
Generated in printable formats
Saves time for staff and provides convenience for parents
Ensures compliance with school board guidelines

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Grievance Management

Teachers

Submit grievances digitally through app or portal
Track status of submitted grievances
Receive updates and resolutions from administration

Parents

Lodge complaints regarding academics, facilities, or administration
Monitor grievance progress with timely notifications
Access record of past grievances and resolutions

Administration

Review, assign, and track submitted grievances
Ensure timely resolution and maintain accountability
Generate reports for analysis and process improvement
Send automated status updates to stakeholders

🤝

PTM - Parents Teacher Meeting

Teachers

Initiate or schedule PTM sessions with parents
Manage available time slots and avoid conflicts
Track meeting attendance and record discussions

Parents

Request PTM appointments via mobile app or portal
Receive notifications and reminders for meetings
Access summary of discussions and follow-ups

Administration

Oversee scheduling to prevent conflicts
Generate reports on attendance and outcomes
Maintain digital record of all PTMs
Support academic planning and reference

📢

School Communication & Notices

Teachers

Create and send notices, circulars, or announcements digitally
Attach relevant files (PDFs, images, documents)
Track which students or parents have viewed notices
Schedule notices for academic events, exams, or PTMs

Students & Parents

Students: Receive instant notifications for updates
Students: Access detailed information via mobile app
Parents: Receive timely notifications for school updates
Parents: View attachments and detailed circulars
Stay informed about academic and extracurricular activities

Administration

Oversee communications for accurate messaging
Maintain digital archives for future reference
Integrate notices with academic calendar
Generate reports on delivery and engagement

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Library Management

Teachers/Staff

Access digital book catalogue to search titles, authors, categories
Track due dates with automated reminders
View circulation reports and book availability
Plan classroom resources effectively

Students

Digital library membership registration
Search books, check availability, request issues online
Borrow, re-issue, and return books
Track due dates and receive fine notifications

Administration

Manage library catalogue and add new books
Approve new registrations and monitor memberships
Track book circulation, overdue returns, and fines
Generate reports on usage, popular titles, and member activity

🖥️

Learning Management System (LMS)

Teachers

Upload study materials, videos, lecture notes, e-resources
Conduct online classes and interactive sessions
Create quizzes, assignments, and assessments digitally
Monitor student engagement through analytics

Students

Access study materials and videos anytime via app
Participate in online classes and submit assignments
Take quizzes and track performance through dashboards
Learn at own pace with flexible, self-directed learning

Administration

Manage LMS access, user accounts, and permissions
Monitor resource uploads and class schedules
Generate reports on engagement and performance trends
Ensure smooth LMS integration with other ERP modules

🚌

Transport Management

Parents & Students

Parents: Track real-time bus location via GPS
Parents: Receive notifications when child boards/exits
Parents: Stay informed about delays or route changes
Students: Board and exit using RFID-enabled ID cards
Students: Automatic attendance recording for safety

Drivers

Follow assigned routes and schedules efficiently
Receive updates on student pick-ups and drop-offs
Get notifications about route changes
Ensure safe transport with real-time monitoring

Administration

Manage transport routes and student allocations digitally
Monitor bus locations and student attendance real-time
Generate reports on route efficiency and bus usage
Ensure operational safety and transparency

📦

Inventory & Asset Management

Teachers / Lab Instructors

Request or issue inventory items for classroom/lab use
Track usage of consumables and lab equipment
Record maintenance needs and equipment malfunctions
Access reports on stock levels and pending requests

Staff / Department Coordinators

Manage departmental inventory (sports, library, IT, admin)
Record purchases, issues, returns, and monitor stock
Track vendor details and generate reports
Schedule maintenance, repairs, or asset condemnation

Administration & Labs

Administration: Oversee inventory across departments
Administration: Generate consolidated usage reports
Labs: Track consumables like chemicals, reagents, specimens
Labs: Maintain equipment records and schedule maintenance
Set automated alerts for low stock and maintenance

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School Dashboard & Administration Control

Principals

Comprehensive overview of all school operations
Monitor academics, attendance, finances, staff performance
Real-time analytics for student progress and KPIs
Data-driven decisions for academic planning
Review reports on fees, payroll, and budgeting

Administrators

Manage daily operations with centralized dashboard
Track attendance, teacher schedules, classroom allocations
Oversee transport, library, inventory, asset management
Generate reports for audits, compliance, planning

Department Heads

Monitor performance within their departments
Access class-wise, subject-wise, lab-wise reports
Track resource utilization and academic progress
Coordinate with administration for planning and improvements