is a case study of an ERP implementation for the Marathwada Shikshan Prasarak
Mandal Aurangabad. It has a vast network of educational institutes consisting
of around 124 school, high schools, colleges, and junior colleges. It was a
great challenge to manage & coordinate the work of all these institutes but
we tried our best to givecompetent
software that could take care of this huge network. Thus we have this
successfully running educational ERP for MSP Mandal."
of the problems associated with the college Management System were:
year, approximately 3000 students enter in each college, which requires a lot
of administrative and staff work like Registration of the aspirants, merit list
for the admission based on the different parameters including cast based
reservations, admission process to be completed in a stipulated time.
needs setting up of many departments with specific function to carry out daily
activities for the students and the staff. MSP Mandal did have software but
either in beats of pieces or partially integrated which resulted in duplication
of work. E.g. when student goes to admission counter his data is entered in the
software, this same data is again re-entered at different places like library,
hostel, laboratories, attendance, accounts etc and resulted in to the mental
fatigue of the personnel.
Mandal's management did not have proper control over academic progress and
human resource development due to lack of proper & updated information.
managing all the work & communication between various departments became
essential and it required lot of paper work. But there were some risks and
inconveniences involved in keeping the files in paper form, such as: -
Risk of loss
Paper files require significant storage space
To address the difficulties described above, management not only wanted to
integrate all their departments of the college but also wanted to connect all
the colleges of MSP Mandal under the one roof.
They also wanted to automate their departmental work for better efficiency
fas:ter approach, for quick disposal of important task & inter-departmental
consultations for the proper coordination.
consultants were required to develop an electronic workplace that would:
Create College management system
Prevent duplication of work
Enhance productivity through standard formats
Provide seamless connectivity to all departments like (Account, Store,
Admission, Fees, and Exam etc.) in a single institute and connect all colleges
of "MSP" via web. So that management can monitor and review all-important
reports related to different colleges.
Include integrating all colleges via web application and enhancing the current
college system to make it even more useful, convenient, accurate, and efficient
system, that can provide online access to all the stake holder of the
educational system like Management, Staff, Students & their Parents.
Help in prioritizing the work .
Provide a mechanism for sharing of information, knowledge and experiences.
IT for capturing knowledge & enable better communication through a network.
than 500 applications were required to be developed to meet these objectives.
first step was to study the functioning of all the Departments in college. It
was then decided that any system that caters to the departments would have to
consist of smaller modular applications. Depending on the uniqueness of these
applications across departments, they were classified as follows:
Admission: This module takes care of the admission process of students to
various classes. The process also includes short entry & detail entry of
students. It has got the facility of shifting the students from one class to
the other using just the PRN (Permanent Registration Number).
Collection: The module transforms the tedious fee collection process in to a
simplified form. This makes the process faster, systematic & more accurate.
Management: Before the examination, all students have to fill up the admission
form; this process will be automated in this module. So exactly how many
students are appearing for examination can be reported to Board / University
and also the subjects in which students would like to appear etc. also it looks
after entire exam management process right
from hall management to seat number sticker printing.
Table: There will be two types of timetables one for the Students and other for
the Faculty. The complete college timetable will be on system and all faculties
can have a look at master as well as class wise timetable. It can generate
several types of reports including calculation of Work Load.
It can be taken by two methods i.e. either manually or automatically with the
help of RFID.
Management System: This module is designed as per the norms of the library
Progress Management: This module deals with academic progress of the student
subject wise. With the help of this module management and faculty will be in a
position to trap the academic progress of the class. All the related reports
regarding academic progress can be generated.
/ Asset management: This is one of the most important modules and seamlessly
integrated to fees collection, store purchase and event management modules.
This is very important module; there will be one central store that will
process all requirements of department/ sub-store.
In order to set the proper system, concept of the sub store has been
introduced. It takes care of departmental sore and linked with main store
Management: The module will take care of the equipments/facilities in
laboratory, the timetable and various practical that can be conducted, tracking
if any breakage/damage of instruments.
Management: Available rooms in hostels, Mess facilities and occupancy, in and
out time of the hosteliets will be shown and monitored by this module.
Payroll: Appointment of new Manpower, Employee records, pension forms, leave
record, service book to payroll generation is taken care by this module.
Management: This module will have the timetable of various extra curricular
events like annual gathering, sports meets, invited lectures etc. Record of all
the events there type like sponsored & non sponsored, subject of the event
and details of procurement and allocation of fund.
This module is specially designed to assist Principals of the Colleges. It
takes care of the general management such as: Circular System, Mailing System,
Technical forum, Institution Diary, Inward/Outward Register and Document
Management System & Address Folder.
This module will have information about the total space occupied by building,
open space, garden, plan of various building, with date of construction, who is
using details etc. This module will also have the latest photographs and maps
of buildings, classrooms, and lab.
management and tracking of various scholarships to students and welfare
& Funds: Efficient management of grants received from Government and fund
management is take care.
Assurance: this module does Communication with NBA/NACC and generation of
necessary documents and reports.
Portal: This is an optional module, which helps to interact with parent/others
online. Some of the features are:
Parent Login, View students' status attendance, Student Application form, Exam application from, Student Result, Alumni
details/meet, Time Table of each class for every student to see, Number of
student available in each class, Important notices by administration or
This will be Touch screen PC having information about college like courses,
fees structure, library information, students attendance, fees pending if any,
results, events and news etc. Any students / visitor can access and only view
the information from this KIOSK.
& Placement: This will take care of the tie-ups of college with local
industries for the for campus recruitment.
central applications, common applications, departmental applications were
identified. After an in-depth study of the various departments, the framework
was designed with the following components:
central information system consisting of:
Knowledge management system
Central file system
Central application system
Departmental information system consisting of:
Departmental file system
Departmental application system
also proposed a network management system to manage the network resources,
security controls, switches, servers, and other network-based applications such
as messaging. The system was planned to cover both the central information
system and the departmental information system, and to control the access
privileges within a department or across two departments.
following diagram depicts the essence of the solution suggested by AMYO:
technical solution suggested by AMYO based on windods platform with the
high-level architecture shown in the diagram
architecture has three layers:
layer: This layer enables navigation, manipulation and translation onto
the users' desktops.
layer: This layer consists of an application server and a web server,
and a mail server for messaging and workflow in order to provide a
layer: This layer consists of structured data in the SQL 2005 RDBMS,
and unstructured documents
Technology had already started development of its educational ERP product
Shikshan Kranti much before the assignment of MSP Mandal's automation.
project was underdevelopment over a period of five years with a peak team size
of 78 apart from the seven domain experts and the consultants.
team worked as two independent, but closely coordinated groups. One team
directed its efforts towards developing a deeper understanding of the numerous
technological issues that arose during the development process. It also
developed several re-usable components for the use of rest of the team and
designed several tools for use in the development environment. They included:
integrated development environment (IDE) that generated complete applications
for the team based on various input parameters.
validation engine that automatically generated code for validations
control access engine, which did the same for access control lists
tech support system to manage intra-module requests.
third-party tool, was used to manage the development environment and for code
version control. The second team focused on interacting with the various
government departments to understand the workflow, seeking suggestions from
officials at all the levels, assimilating and translating all of it into a set
of requirements for the framework, and subsequently developing the system. The
overall project management was handled through Project management tool.
Shikshan Kranti yields the following benefits:
access to information
prioritization of work
Technology faced tremendous resistance from the end users. But once they
started realizing the benefits of an ERP system they soften their stand and
started cooperation with us. MSP
Mandals first college i.e. Deogiri College (strength :15000 students) took
three months for the implementation of Shikshan Kranti.
implementation of the Shikshan Kranti will yield the following benefits:
of applications across all levels
of data redundancy
flow of information