5 TIPS to Clients for actually making ERP Modules LIVE at Campus

Dear Clients/ERP Managers,


With our experience of last 4 years with IFW College ERP we have felt that no matter how much we and you try(this has nothing to do with how many features the ERP has), till the end module user does not work on the ERP on their respective module “things don’t get LIVE”. 


We are giving you 5 TIPS for actually making all modules of ERP LIVE at your Campus : 


TIP 1 #
Keep the carrot and stick in hand approach for the module users. Motivate and appreciate the module user who have actually done work on the ERP. They should not feel that they are working on it uselessly and the management is not recognizing them. Also, at the same time give deadlines to the ones who have not either started working in ERP or are lazy and making excuses of their general work pressures and lack of time etc. Its your internal decision how strict you want to be with the defaulters and lazy staff members. Some of our clients have clearly said to the staff “Either get LIVE on the ERP or else find job somewhere else.....”.


TIP 2#
The management has to ask for reports(1 or 2 selected ones) from all the modules on their desk every evening or check themselves daily working on the ERP by their own login. Why will your staff work on the ERP if you still want to see the work in old pattern. You have to reject anything that comes to you without ERP. For Example : Tell your Accounts department to show you the daily collection report from the ERP every day, or tell your HODs to give you daily record of absent students etc. If you check this for just 7 days, we bet your ERP will be LIVE and kicking.


TIP 3#
Give the staff what they need but only on the condition that ERP has to be LIVE. Some departments will need more data entry operators initially.... give them. Some will ask for retraining of modules, tell us we will give them Online ERP training on their live Database any number of times they need, but they have to get LIVE on ERP on each module.


TIP 4#
Recruit only those people in your College from today who can work on an ERP. We are not saying that they should have experience of working on ERP, but they should be willing to work on it from day 1 of their joining at your campus. New recruits can be made comfortable on the ERP by your ERP manager, other staff members and our IFW Team too. Needless to say but its your decision if you still want to keep in your college old staff who either does not know computers or are not ready to learn anything about working on ERP.


TIP 5#
Show your staff that now AICTE has made it essential for all its affiliated colleges to have an ERP with a Parent's Login. So, if something is of so much importance how can you allow anyone in your college ignore it.




Your’s Truly,


Karan Garg
Chief ERP Architect,
MD & CEO
IFW Techno Creations Pvt. Ltd.

Web : http://www.ifweducation.com/

Facebook : http://www.facebook.com/ifwerp

Why Half of ERP Implementations Fail ?

1.   Lack of proper staff training. - If the staff of the organization is not properly trained by the ERP Implementation Team even the best of ERPs will fail.

2.   Lack of commitment from the TOP Management. - The TOP Management has to ask all the different departments to work on their respective modules and provide them reports and data in computerized format.

3.   Lack of resources in the organization. - ERPs need proper server, network architecture, security from viruses, Internet facility and a dedicated ERP Manager of the organization.

4.  Internal resistance by employees to work on a new system. - The management has to motivate the staff to work into a new and hi-tech environment as that is the demand of future. Once the staff comes live on the ERP then they too will appreciate the fast working with the EPR as it will make their work very easy and error free.

5. When a Bottom Up approach is used. - The ERPs are to be viewed as a TOP Management Priority to keep all the departments in check and manage them in an centralized view.

6. When clients do not plan the future expenses. - As the organizations grow the requirements of the ERP grows with time. Clients have to understand the charges of AMC, Customizations, additional onsite support after implementation etc. while purchasing the ERP to avoid confusions and confrontations later.

7. Inability to provide timely customizations and enhancements in the ERP by Vendor. -  All organizations are working under the rules and guidelines of the Government or some parent body, these bodies changes the rules and guidelines for the organizations/businesses and so these have to be incorporated into the ERP too to make the organization ready for that change.

8. Lack of proper usage of some department. - ERP Implementation is a race where everyone’s legs are tied up with each other. If one fails that creats problems for all. ERP brings centralization of all departments so that information can flow between departments easily. If some of the department(s) does not work properly it becomes problem for the others. It’s the provocative of the ERP Manager to make sure all departments are working in tandem with each other on the ERP.

9. Wrong selection of ERP. - If the organization is an University they should not buy a solution made for a College or School. The client and vendor both have to understand the fisiablity of the EPR in the organization before the deal.

10. Rome was not built in a Day. - The companies developing and implementing ERP solutions have proper idea how ERP works. Many organizations feel that they themselves can make ERP Solutions by deploying a team of developers. It’s not impossible but such organizations make solutions which are very unique to their own style & comfort of working which hampers the standardization of processes. In such cases most of the ERP fails or what actually happens is that only few modules are made live, most of the modules are not made because of their complications and the organization gets in a mode where neither they are on a complete ERP nor they are without automation. ERP developing vendors make sure that all processes are on standard format as per the industry and are updated time to time as required.

What to keep in Mind while finalizing an ERP ?

1. No. of ERP Implementations done by Vendor. - Many new companies come into the market and claim that they have an ERP which is new and better from all others in market. This is a complete wrong logic for selecting an ERP. A client should not become a place for 1st experience for the ERP. Always trust on an ERP which has many organizations already working on for minimum more than 1 financial year. This will give you the assurance that all processes are in working conditions and the ERP has gone ahead with the test of time, errors, bugs etc.        

2. Feedback from existing ERP clients of the Vendor. - Before finalizing an ERP its important that you talk to some clients of ERP Vendor. A vendor who is confident of his ERP will not hesitate to give you contact details of his clients for real feedback. All the clients of ERP Vendor might not be using the full ERP because of their own reasons so it’s better to take the contact details of the clients from the ERP Vendor where they have successfully implemented the ERP.         

3. Total Modules of the ERP provided by the Vendor. - A solutions which centrally automates and covers all the departments and processes of an organization can only be called ERP. Before finalizing it should be checked that the ERP is actually covering everything for which it is meant for or not. Incomplete ERPs will obviously not be able to automate all the processes.        

4. Future Plans of the Vendor with the ERP. - Once an organization starts working on an ERP it’s really very difficult to roll back to old manual working or migrating to a new ERP. Hence it’s important that the vendor who is providing the ERP should have a long term vision and plan for satisfying the future needs of the organization.         


5. Cost of Ownership incurred by Client. - ERP Implementation is a huge process where various levels like Installation, GAP Analysis, Customization, Data Entry, Staff Training etc. are involved. Before finalizing the time needed for GO LIVE of the ERP should be checked and it should be analyzed that how much manpower and support the vendor is providing the client for a smooth and quick Implementation. A very long implementation process brings lack of interest in the staff and indirect expenses for the organization.        

6. Implementation Plan of the Vendor and Payment Installments accordingly. - The Payments for ERPs always have to be on the basis of milestones and in installments accordingly. Clients have to understand the charges of AMC, Customizations, additional onsite support after implementation etc. while purchasing the ERP to avoid confusions and confrontations later.        

7. After Sales Support - Once the ERP is successfully Implemented then also constant support from the vendor is needed in terms of training to the new people joining the organization, customizations and error handling. The ERP Vendor should have a constant support cell that can give support to the clients as and when needed and also develop new processes if required. Good ERP vendors keep a documentation system in place so as to keep track of every issue raised by the client and the timely solution provided to the client for the same.        

8. Data Security - Since all the data from all the departments are managed into ERP Security of that data is of prime importance. Security of Database should be managed on the server. The ERP should have proper management on user rights so that details cannot leak out to wrong hands.        

9. Resources Required to run the ERP - The client should have or should be ready to invest in all the resources like servers, additional computers, proper network architecture supporting licenses, qualified staff/ERP Manager etc. ERP Vendors usually do not provide hardware interfacing devices like bar code scanners, time and attendance machines and I Cards etc. these things will have to be additionally purchased by the clients. The ERP however should have the features of integration from all these hardware.        

10. Experience and Confidence of the Vendor - ERP are a wonderful example of use of technology to make life easy and in business terms reduce efforts and time to generate better results and profits. Before finalizing an ERP the confidence of the ERP Vendor in his system and his past experiences with all his ERP Clients have to be discussed as that is the foundation for a successful ERP Implementation by him.                      

Benefits of ERP Solutions for Students, Teachers, Parents & Administrator

Benefits to Students

• Participate in forum for career and other important issues.
• Real life exposure for practical learning.
• Publish articles to share experience, knowledge and views.
• Ready Platform for Alumni Interaction also.
• Easy to manage school’s online news magazine.
• Manage Image gallery.
• Better flow of information regarding school calendar, homework, assignments & announcements.
• User fully functional e-mail on school web site with complete POP access.
• Work in online projects with other students irrespective of the physical location and time constraints.
• Get connected with alumni to gain from their vast and varied experiences.
• Allows giving online exams.
• Manage your home pages.
• Use and contribute to the digital library.
• Easy interaction with students, teachers and experts of other schools.
• Better access to library material and other references.
• Assist in understanding performance in any subject at any time.
• Improves Communication with teachers & friends through software.

Benefits to Teachers

• More concentration on students as paper work is less.
• Improves Teaching Effectiveness through content and information about student.
• Reduces long term planning.
• E-mail & Internal messaging system.
• Complete attendance automation.
• Manage online assignment.
• Easy grade management system.
• Publish articles from home or school.
• Publish online exams.
• Organize forums and projects online.
• Interact with parents efficiently and effectively.
• Manage class information and analytical reports.
• Easy access to detail time table.
• Greater focus on teaching and less on time consuming administrative functions viz. Student records, class schedules, reports, attendance etc.
• Easy to keep track record of students which helps in further planning.
• Improved Quality of interaction between Parents and Teachers.
• Proactive measures like SMS, email that keeps them in the loop.

Benefits to Parents

• More Open and easy interaction between Parents and Teachers.
• Instant access to all the information related to child.
• Single Point School Management Software.
• Zero redundancy in managing the entire institutions records.
• Possible to monitor the performance of their child from anywhere anytime on the internet.
• Get connected to parents and alumni in an effective manner.
• Complete online and offline functionality leaving nothing unturned to bring it as an effective management system.
• Save hours and money in lots of communication aspects.
• Things like HTML enhanced e-mail system on institutes web site act as an effective brand building tool.
• Access to Grades, Attendance, Fee status, exam schedule and announcements.
• Proactive measures like SMS, email that keeps them in the loop.

Benefits to Management

• Achieve global outlook and exposure for the institute and its constituents.
• Reduces paper work.
• Save man hrs in managing information with automation.
• Instant Access to the Information required for Decision making.
• Single software handling everything saves lot of investment in different software and management issues.
• Eliminates bottleneck in the process of getting information out of pile of data.
• Reduces piles of files.
• All kind of reports can be generated daily, weekly, monthly and annually.
• Improves system's response to the demand of the stakeholders.
• Integrated solution to manage academic, administrative and business processes.
• Minimizes repetition of activities.
• Dynamic generation of tasks with popup alerts and e-mail provides better productivity and work plan.
• Allows direct access to every First Hand Information accurately and efficiently.
• Locates source of problems such as pilferage & wastage.

IFW EduCamp : A Campus Portal with Students, Faculty, Parents & Administrator Logins

Overview Nessecity is the Mother of Invention. After EduTech the need was felt for an interface for students, faculty, parents & management to access the data of the ERP. Thus, the idea of IFW EduCamp was conceptualized by the IFW Team. EduCamp is intranet/internet based web application which helps students, faculty, parents & administrative staff to use the data of EduTech, access relevant reports and handle day to day processes from any where in the campus or any where in the world. It lets the users to interact with basic operation & information of EduTech as it is an inherited web tool for EduTech. EduCamp is a complete secured system as it picksup only the relevant entries for each student, faculty, parents & administrator area and shows them individually to the users with complete security. Also, EduCamp is an information sharing system which provides easy accessiblity to all students, parents, faculty and administration to share information, notices, assignments etc.

Features of IFW EduCamp

• IFW EduCamp gives a web enabled ie. browser based interface to the users for accessibility to all the desired reports and information.
• The Concept of EduCamp was developed to provide interaction and information sharing to the users from any part of the world.
• Security of a fully web based ERP can be easily breached by just a leak of a password knowingly or unknowingly. But when we talk of IFW EduTech and IFW EduCamp the structure becomes much more powerful as the Students & Faculty members are completely cut off from the main ERP.
• Our Idea of a Complete Campus portal has come to reality with IFW EduCamp.
• Not only administrative but IFW EduCamp also helps in Academic Information Sharing between Faculty, Students & Administration.

Modules

STUDENT LOGIN

· CAMPUS NEWS
· FEES MODULE
· DUE FEES REPORT
· FEES INVOICE
· FEES DEPOSITED
· ATTENDANCE RECORD
· ACADEMIC TIME TABLE
· EXAM TIME TABLE
· EXAM SITTING ARRANGEMENT
· PERFORMANCE IN EXAM
· LIBRARY BOOK SEARCHING & RESERVATION
· TEACHER EVALUATION TEST
· STUDENT GUIDELINES
· BOOK SUBMISSION REMINDER
· DOWNLOADS
· ACADEMIC CALENDAR
· TRAINING & PLACEMENT
· ASSIGNMENT SUBMISSION
· LOST & FOUND
· STUDENT FEEDBACK & SUGGESTIONS

PARENTS LOGIN 

· Campus News
· Due Fees Report
· Fees Invoice
· Fees Deposited
· Attendance Record
· Academic Time Table
· Exam Time Table
· Exam Sitting Arrangement
· Performance In Exam
· Book Submission Reminder
· Downloads
· Academic Calendar
· Training & Placement Details
· Assignment Submission
· Parent Feedback & Suggestion

EMPLOYEE LOGIN 

· ATTENDANCE OF STUDENTS
· INPUT EXAM DATE
· SELF ATTENDANCE
· ACCESS TIME TABLE
· ACCESS SALARY INFORMATION
· D.R.R. (DAILY REPORT REGISTER)
· MILESTONE MANAGEMENT
· ACCESS EXAM TIME TABLE
· LIBRARY BOOK SEARCHING & RESERVATION
· BOOK SUBMISSION REMINDER
· ATTENDANCE OF STUDENTS
· SUBJECT SPECIALIZATION REPORT
· CAMPUS NEWS
· STUDENT GUIDELINES
· DOWNLOADS
· ACADEMIC CALENDAR
· TRAINING & PLACEMENT
· ASSIGNMENT MANAGEMENT
· LOST & FOUND
· EMPLOYEE FEEDBACK & SUGGESTIONS


ADMINISTRATIVE LOGIN 

· ACADEMIC CALENDAR
· D.R.R. (DAILY REPORT REGISTER)
· MILESTONE MANAGEMENT
· MILESTONE STATUS OF FACULTIES
· FACULTY + STUDENT LOGS
· LIBRARY BOOK SEARCHING & RESERVATION
· STUDENT LISTING
· FACULTY LISTING
· DOWNLOAD MANAGER
· NEWS MANAGER TRAINING & PLACEMENT MANAGEMENT

Why you need IFW EduCamp?

	Browser Based Application.
	User Friendly.
	Nourished with Robust Technology.
	Interactive Features for Knowledge Sharing.
	The browser based application can be extended to any number of PCs in the intranet without any hassles
	We can expect direct working and full independence of management people in using the system
	There is no direct access on the data base which makes the system crash proof.
	Interactivity among the constituents of education.
	No software installation required at nodes
	Maximum Scalability
	No or least hardware upgrade required.
	Get connected to the System effectively and easily
	Have a one point management system.
	Zero redundancy in managing the entire institutions records. As the data base is centralized
	Save man hrs and money in lots of communication aspects.
	Save man hrs in gathering and managing information.
	Single solution handling everything saves lots of investment in different software and management issues
	The solution offers ample amount of web resources to each individual.
	Full control for managing the system remains with the school. This indicates least dependency.
	Catering the basic needs of Educational Institutes.

IFW EduTech : A Comprehensive ERP Solution for Schools, Colleges & Universities

Overview

Optimization and resource utilization is the key aspect of any Organization which has the willingness to achieve the best result from the existing infrastructure. Institute management is the biggest challenge for any organization to avail the desired goals, quality and the targets.

To overcome above strategies “EduTech” introduces a complete decision support system integrating all the department of the institute with a modular approach. The modules are ready to use at various departments of the institute and give the freedom to the user to access the essence of the system with proper inter modular data exchange and data sharing on behalf of control of the administrative bird eye.

IFW EduTech is been separately conceived for Schools – College/ High Schools – Universities. As different level of educational institute works on different administrative & educational process which gives power to Administrators, Management Team, Institute Employee, Teachers, Students and Parent. Keeping in mind this nature of working of different type of educational institutes EduTech ERP Team has developed different versions of IFW EduTech.

Features of IFW EduTech

• A World class ERP solution for School, College & University management.
• A Complete Decision support system.
• Extremely user friendly and attractive user interface.
• Paper Less Concept which helps in saving the time & money.
• Highest security at User Level, Module Level, Form Level & Database Level.
• Academic Performance Evaluation for Students Throughout Sessions.
• Instantaneous access to up-to-the minute business information.
• Integrated structure – reducing data redundancy.
• True and unified picture of the business through a single, integrated business management solution.
• Provide the details reports for all the internal & external activities of the organization.
• Comprehensive student records management – From the time of registration till the time of student leaving the school.
• All departments are connected with each other to share information as per their respective needs.
• Reduce the heavy work load of the staff members & management.
• Able to generate year end ROI reports on the media management, accounts, purchasing for Stock and Library etc.
• Able to manage all the follow-ups with the Front Office depts. with counselors in conjunction with back office depts. For all kind of other office works.
• Able to manage all the Human Resources as per the Indian Gov. Employees benefit Norms.
• Design whole working path for complete organization & its associates in advance in the form of the academic Calendar – Schedules & reminders – Event Planning which execute through out the year.
• Keep track of academic & non-academic details of all each individual student’s history & current status which help educator to shape each student career on right path.
• Integration with RFID (Radio Frequency Identification Devices) Tags (Student I-Card, Employee I-Card & Library), Smart Card (for attendance, library and tuck shop), Biometrics (for teachers/staff attendance), Bar Code (for Library), Mobile SMS (for attendance, results, alerts, notices, etc.).
• Single Click Interface that provides overview of all the departments working in campus.
• Enriched with Modern & easy to use GUI comprising of Artificial Intelligence.
• Student's Login for Library Search, Fee Status, Teacher Evaluation Test, Messages by Management etc.
• More then 500 accurate and reliable reports.

Modules

• Admission Counseling & Follow up
• Provisional Admission
• Student Registration
• Fee Management
• Transport Management
• Academic Calendar Planner
• Attendance Management
• Front Office Management
• Address Book
• Phone Register
• TC Generator
• I-Card Generator
• Media Management
• Scheduler & Reminder
• Event & Activities
• HR Management
• Exam & Results
• Library & Book Bank
• Time Table
• Hostel & Mess Management
• Stock/Store Management
• Staff Payroll Management
• Back Office File Management
• Teacher Evaluation System
• Security / Gate Pass Manager
• Employee Daily Report Register
• Accounts Management
• User Specific Security Management

Why a School/College/University needs an ERP?

• To save Stationary Cost, wastage & time in preparing different formats.
• To stop redundancy.
• To analyse all the information on a single click.
• A Complete Decision Support System.
• Standardization of all the processes.
• Comprehensive Reporting
• Less manual work & calculation thus less human mistakes.
• Accounting of all departments as all information is available in front of Management.
• A regularly Updating ERP Solution. New versions and updates available as per changes in Industry Trends & Needs.