School
Automation System
GENERAL REQUIREMENTS & SPECIFICATIONS CONCERNING THE SYSTEM
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Application
Software:
» The System Architecture
is a Client/Server Solution
» Visual basic
has been used as the Programming Language
»
The System has a consistent, predictable and uniform
Graphical User Interface (GUI) for
ease of use
» The Application Software
is Window Based, i.e. runs on Win32 Platforms
» The software can run on MS Access and
MS SQL Server as backend
» The Data Entered
is validated immediately
» Data updated
in one module is reflected in other modules in Real
Time.
The Database Structure has been designed to seamlessly
integrate various modules of the software
» Facilities for Database Backup and System
Security are integrated in the Application Software
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Software
Modules:
The Integrated School Automation System must incorporate
the following functions:
» Student Registration
» Student Admission
» Student Details and Fee Structure
» Fee Collection System
» Library Management
» Staff Record and Payroll Management
» Timetable Automation
» Reporting
» Authorization and System Management
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Specifications
for the above modules:
i. Student Registration: Student Registration is the
first entry point of a Student Record. The following
fields are covered in the Students Registration Form:
» Registration No. (Automatically generated)
» Student Name (Title/First/Last/Middle)
» Gender
» Date of Birth
»
Category (Gen. /ST/ SC etc.)
» Class (In
which admission is sought)
» Last School
Attended (with class, pass-fail status, %age) (If
applicable)
» Parents Information(Mother/Father/local
guardian Details) including
Name, Age, Qualification, Occupation, Phone No.(s)
» Languages Known
» Local Address
» Permanent Address
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Student Admission: The
Admission Form covers the following fields:
»
Student Registration No
» Student Registration
Details (Defined Above)
» Student Enrolment/Admission
No.
» Date of Admission
» Class
(In which admission is sought)
» Section
(Allotted by the School Administration)
»
Transport Facility Required. (Yes/No)
»
Transport Route (If Transport Facility Availed)
» Fee Starting Date
» Refundable Security
» Details of Brothers and Sisters studying in
school
» Documents Provided/Submitted (For
e.g Birth Certificate etc.)
Note:
After a Student has been registered (Student Registration
Module), the complete Registration Record can be
retrieved automatically just by specifying the Registration
No. in the Admission Form. Alternatively the required
fields may be entered directly in the Admission
Form
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Fee Structure of Students: The
Fee Structure for the student will be created in this
module.
» The various Fee Heads and
their Class wise Rates would be pre-defined
» Some of these are Pre-Defined, while a few
would be optional, depending upon some optional facilities
availed by the student. For e.g. Computer Lab Fee
is for students who have opted for Computer Science
as a subject.
» The Fixed heads would
be automatically summed up along with the optional
heads to define the Fee Structure of the student.
» Transport Fees would be calculated according
to the route specified during admission and summed
up in the Student’s Fee
» The
fee structure will also define the Due dates for collection
of certain fee Heads (For e.g. Examination fees as
Quarterly Fee Head, to be collected at Specified months
of the year)
» The Period when the
fee becomes due for a student will also be defined,
violating which Late Fee fine becomes applicable.
(There would be an option to waive late Fee Fine,
but only after System Authorization)
»
The dates between which Fee receipt is allowed.
» Fee Receipt Generation facility
» Daily Fee Collection Register facility
» Pupil’s Fund Collection Register
facility
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Library Management:
The School Library Management would be automated through
this Module. This module has been designed to automate,
manage and look after the over-all processing of even
very large-scale libraries.
This software is capable of managing Book Issues,
Returns, Magazine/Newspaper Subscriptions, Calculating/Managing
Fine and Balances of payments due from Members (Students
and Staff), generating various Reports for Record-Keeping
and Review purposes, according to end user requirements.
This software is fully compatible with Bar-Code
based management. Use of Bar-Codes for Library Management
eases the everyday tasks of big Libraries, where
the No. of transactions exceeds several thousands
in number. Moreover, the software can work even
without Bar-Codes seamlessly. The Bar-Code generation
and printing process is a Built-In feature of this
Software
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| Key features of the Software
are listed below: |
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» Book and Member Record management with the
help of Bar-Codes (Optional)
» Customizable
grouping of members under various Categories and Classes
» Customizable Fine Settings for various Categories
of Members (Fine per day/Book return Period etc.)
» Membership Subscription Period management
(Optional)
» Member's Fine Balance management
facility
» Powerful Search Facility for
Book and Member Search based on various Search Criteria
» Barring of Book Issues to Book and/or Fine
Defaulters (Optional)
» Comprehensive Fields
for Books and Member's Record to suit all requirements
» Magazine/Newspaper Subscription management
facility
» Multiple Library Location setup
feature
» Complete management of records
of Book-Donor, Vendor, Publisher, Author, Locations,
Subjects, Categories, Designations/Classes, Rack-Shelf
etc.
» Book-Reservation facility (Optional)
» Bar-Code Printing Facility for Books and Members
» Comprehensive Reports:
» Book Issues/Returned/Due
etc.
» Books Purchased
» Books
Recd. in Donation
» Books in Default
» Members Fine Report
» Fine balances
of Members
» Payments Recd by Members
» Authors
» Publishers
»
Vendors
» Book Donors
» Subjects
» Categories
» Members Categories
& Rules
» Complete Book Catalog
» Books Purchased
» List of Holidays
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Staff Record and Payroll Management:
The School Staff Record and Payroll Management would
be automated through this Module.
Pay Solution has been designed to generate, manage
and look after the Employee Details and payroll
process of Schools. This software is capable of
marking attendance, calculating various Salary Components,
generating Pay-slips (and various other salary reports)
according to end User Requirements
Key features of the Software are listed
below:
» Salary Calculation according to Attendance
» Up to Nine Fully Customizable Additions
and Deductions in addition to the standard Salary
Components, {where standard components include:
Basic Pay/Wages, DA, HRA, Conveyance, PF, FPF, ESI
and LIC Salary
» Multiple Department/Categories for Grouping
» Totally Customizable Addition/Deduction
Rules to encompass:
» Effect of Addition/Deduction {One-time/Continuous/Up
to specified Amount}
» Mathematical Equation of Standard Salary
Components.
» Actual Presence of Employee
» Dependencies upon Basic pay/Gross pay.
» Half days
» Weekly Off
» Paid Holidays
» Overtime Rate
» PF & ESI Rate
» Comprehensive Reports:
» Payslips generation
» Monthly Salary Statement
» PF/FPF Statement
» Overtime Register
» LIC Statement
» Bonus Statement
» Salary Increment with Retrospective Effect
» Full and Final Settlement Receipt
» Incentive Statement
» Legal forms e.g. Form24, Form16, Form 6(a)
etc.
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Timetable Automation: This module
facilitates Automatic Generation of School Timetable.
This module is designed to incorporate the following
points
» Faculty preferences acc. to their subjects,
Min. & Max. weekly (or Daily) Load
» Class/Section wise minimum weekly requirements
of Subject periods
» Lab. Allocation acc. to requirements
» Facility for Group Classes
» Automatic Handling of Time Period Clashes
» Weekly/Daily Timetable can be Viewed Class-wise
as well as Faculty-wise
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Reporting: All the above mentioned
modules will work on a combined database structure.
This will facilitate generation of necessary Reports
at real time. There would be a facility to review
multiple reports on the screen at the same time for
analysis. Various Reporting Criteria are available
to view and filter the Reports, i.e. date-wise, student-wise,
class/section wise reports. Other facilities include
exporting to MS Word Format, MS Excel, Text Files
etc.
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Authorization: Each module and
each task of the School Automation System has its
own Level of Security and requires Pre-Defined level
of Authorization. Whole of the Authorization System
is customizable acc. to the requirement.
For e.g.:
1. An operator of Library Mgt. System may not have
the rights for managing Payroll data.
2. A user may be Given Rights to Mark fee Payment,
and at the same time denied access to waive the
‘Late Fee Fine’
These levels of the Authorization System are definable
by the Super User/System Administrator.
Estimated Time Required for customization and installation:
2 months
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For a demonstration of this Software at your place you are requested to
kindly send us an Email at:
info@the-umgroup.com
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about us 
