___________________________________________________________________________________________________

________________________________

Page | 1

AN ERP DESIGNED FOR EDUCATIONAL

INSTITUTES
At the outset, we would like to thank you for showing interest in XyzEducation;Indias
first SaaS based ERP for Educational Institutes. In continuation to our discussions, we are
pleased to share a detailed proposal for implementing XyzEducationat your Institute.
XyzEducation is an ERP specially designed and customized for Educational Institutes in
India. It is one of the most robust, scalable and user friendly solutions for school
management in India. Mentioned below, are some of the many reasons why Xyz is
emerging as the most popular choice for Educational Institutes willing to become better
managed institutions.
Guaranteed 99% up time
Xyz is hosted on the best cloud infrastructure, which scales in real time on the basis of
load.
Xyz is shortlisted among top software by CBSE out of many participating software
Xyz is a comprehensive software which is growing and innovating every day. The most
recent feature we have added is online fee payments, which can reduce substantial
efforts of parents and can result in faster collection for schools. Also, Xyz can be
customized according to the school's branding/logo.
Pro-active services and highly experienced team which will help you not only in using
Xyz effectively but also save you from common pitfalls.
It is the most advanced and fastest growing software based on the latest
technologies.
Investing in an outdated on-premise ERP technology is a short-term investment that
ultimately proves costly.
It is capable of sending notifications through SMS and Email Alerts to the students,
parents and staff members for attendance, fees, results, etc.
The system can be integrated with bio-metrics to capture data from biometrics
machine. The data automatically gets posted in the staff attendance applications. The
___________________________________________________________________________________________________
_________________________________

Page | 2

software is robust enough to integrate Smart Card readers purchased by the school
for library and attendance management.
Automatic Database Backup - data on our servers is automatically backed up every
week so schools do not need to assign a person for the same.

___________________________________________________________________________________________________
_________________________________

Page | 3

XYZ EDUCATION
BACKGROUND
Xyz Education (AE) is a web-based ERP for educational institutions, which is available On
Demand (Software as a Service anytime, anywhere access).
AE is designed to meet the unique and varying needs of Educational Institutes, colleges,
professional institutions and universities managing education. It empowers institutions
with a dynamic web-portal with individual dashboards for Principals, Students, Parents,
Teachers, Staff Members and the Management Team enabling them to have all the
relevant information and communication at a single place.
AE includes various integrated modules which ensure efficient delivery of the total
educational enterprise - back-office, academics, classrooms and the library. It provides
modules to help teaching and study as well as managing core educational administration
processes including admissions, student information management, student finance,
recruitment process, staff/HR management, inventory, accounting, time & attendance,
library management and many more.AE is a comprehensive web-based information
management solution for educational institutions who want to graduate from a manual,
time consuming system to a people and system-driven organization by making use of
process engineering. AE empowers the institution in achieving higher efficiency in
operations, effective management, better co-ordination and optimum utilization of
available resources by providing accurate and relevant information 24X7. Since the
solution is available On Demand (Software as a Service), the institution would not be
required to invest in hardware setup like servers, software installations, etc. The only
infrastructure required will be computers with basic internet connectivity.
AE is not just another institution management software for K-12 or higher education
management; it goes beyond and differentiates your institution by establishing studentcentric cultures and boost responsiveness to students needs. Most importantly, it
enhances the brand image of your institutiontothat of being a modern, technologysavvy institution.

TECHNOLOGY & ARCHITECTURE

The underlying technology for the solution development is JAVA, AJAX, GWT (Google Web
Toolkit), Google App Engine and Google Cloud SQL.
Xyz Education is available On Demand (Software as a Service), and is hosted on
dedicated servers at the most safe and reliable data centers of Google. Any user of
the institution will be able to access it online using internet anytime anywhere.
___________________________________________________________________________________________________
_________________________________

Page | 4

___________________________________________________________________________________________________
_________________________________

Page | 5

MODULE LIST
Ours is different as shared in links

1. ADMISSION MANAGEMENT

9. LIBRARY MANAGEMENT

2. STUDENT INFORMATION

10. HOSTEL MANAGEMENT

MANAGEMENT

3. STUDENT ATTENDANCE
MANAGEMENT

4. STUDENT HEALTH MANAGEMENT

5. EXAMINATION& EVALUATION
MANAGEMENT

11. HR MANAGEMENT
12. ASSET & EXPENSE MANAGEMENT
13. FINANCE & LEGAL MANAGEMENT
14. ALUMNI MANAGEMENT
15. LESSON PLANNING & ANALYSIS
16. INVENTORY MANAGEMENT

6. TIME TABLE MANAGEMENT

7. FEE & COLLECTION MANAGEMENT
8. TRANSPORT MANAGEMENT

SMS INTEGRATION:

5 ROLE BASED DASHBORDS

1. STUDENT PORTAL

1. SMS SOFTWARE
2. SMS SERVICE (1,00,000 SMS)

2. PRINCIPAL PORTAL
3. TEACHER PORTAL
4. PARENT PORTAL
5. ALUMNI PORTAL

___________________________________________________________________________________________________
_________________________________

Page | 6

MODULES AND CAPABILITIES

1. ADMISSION MANAGEMENT
Record and manage the number of enquiry forms & application forms, sold and
available
Manage student registration and admission approval for a specific classes and
sections
Accept/reject the students based on their performance in the admission
tests/interviews
Improve visibility of admission data and make available a ready database for
reference

Features & Functionalities

Goals Achieved/Module Benefits

Record admission data and manage

the number of enquiry forms &
application forms, sold and
available
Manage student registration and
admission approval for specific
classes and sections
Accept/reject the students based on
their performance in the admission
tests/interviews
Improve visibility of admission data
and make available a ready
database for reference

Minimized errors in Documentation of

Admission Data
Streamlined Admission Process
Greater visibility of Admission Data
Simpler Admission Process with
seamless integration with the
subsequent Xyz Education modules

2. STUDENT INFORMATION MANAGEMENT

Record and manage student admission data
Use student admission data to make administrative and managerial decisions
Create and manage a central database with student registration data
Assigning the course, class and section to newly admitted students

Features & Functionalities

Record and manage student

information
Central dashboard for recording and
viewing a wide range of student
details
Export information lists with specific
information at will

Goals Achieved/Module
Benefits
Streamlined Information
Management
Ready reference for use in
different student activities,
reports and emergencies
A secure and safe central
repository

___________________________________________________________________________________________________
_________________________________

Page | 7

Source of information for

subsequent Xyz Education
modules

3. STUDENT ATTENDANCE MANAGEMENT

Record and manage details of student attending daily class, leaves in current
year, etc.
Input attendance information automatically into report cards
Track student attendance
Integration with Biometric/RFID attendance devices
Issue alerts to parents on SMS and Email

Features & Functionalities

Goals Achieved/Module Benefits

Record and manage student

attendance
Transfer attendance information
automatically into report cards

Time savings over copying and

forwarding attendance records
Anytime, anywhere access to
attendance records for Parents,
Teachers and School Administration
Parents automatically alerted (via
SMS & Email) about student
absences for taking timely corrective
measures
Minimized error and effort towards
attendance management

Student attendance tracking

through alerts on SMS and email
for Parents
Auto-generated reminders for
concern areas and pre-defined
criteria

4. STUDENT HEALTH MANAGEMENT

Manage vital health information of students such as weight, height, vision,
ailments, oral hygiene, allergies etc.
Maintain medical & immunization history records
Plan for and record reports of periodic physical examinations
Keep a ready record of required health documents
Track the eating habits of students

Features & Functionalities

Goals Achieved/Module Benefits

Manage vital health information of

students such as weight, height,
vision, ailments, oral hygiene,
allergies etc.
Maintain medication and
immunization history records,

A beginning point for a Student

Health Program where the Parent
and teachers come together to
ensure good student health
Anytime, Anywhere access to health
records for Teachers and School

___________________________________________________________________________________________________
_________________________________

Page | 8

record periodic physical

examinations
Ready record of required health
documents
Track the eating and health traits of
students

Administration for reporting and

planning
Ready reference for use in different
student reports and emergencies

5. EXAMINATION & EVALUATION MANAGEMENT

Adapts to a variety of examination patterns and supports customized marking
schemes
Record marks in various activities and assign optional subjects as per schools
requirements
Convert marks in grades according to Board guidelines (including CBSE)
Generate report cards (as per CCE & other Board guidelines)

Features & Functionalities

Goals Achieved/Module Benefits

Support for a variety of

examination patterns and
customized marking schemes
Record marks in various
activities and assigns optional
subjects as per schools
requirements.

Streamlined Examination &

Evaluation process

Convert marks in grades

according to CBSE/other
boards guidelines

Effort minimization towards

recording, copying and forwarding
marks

Ready reference for use in different

student activities, reports and
emergencies

Generate report cards

according to multiple patterns
(including CCE)

Automatic alignment to popular

board patterns like CBSE CCE

6. TIME TABLE MANAGEMENT

Automatic generation of customized timetables for schools
Automatically handle teacher substitution intelligently & efficiently
Manage the time of faculty members and staff in order to lower stress levels by
appropriately arranging tough and easy subjects
Re-adjust summer and winters timetables according to School/Govt. authority
mandates

Features & Functionalities

Goals Achieved/Module Benefits

___________________________________________________________________________________________________
_________________________________

Page | 9

Automatic generation of
customized timetables for schools
Efficiently plan time of faculty
members and staff
Re-adjust summer and winters
timetables according to
School/Govt. authority mandates
Class arrangement to ensure gaps
between complex and high-priority
classes for a low stress learning
environment

Accurate timetable generation as

design based on school constraints
Optimal utilization of time and
teaching resources through an
intelligently designed timetable
Effort minimization towards
designing copying and forwarding
information about timetables
Manages stress levels of students
and teachers

7. FEE & COLLECTION MANAGEMENT

Speed up fee collection and receipt generation while minimizing human error.
Manage invoicing, data entry and financial accounting
Track the details of past, future, and current fee receipts
Specify fee types, fee periods, concessions and manage bank reconciliation
Auto-generated SMS and email alerts for fee reminders
Online fee payment facility with auto-generated notifications & reporting
Assign user credentials to parents for tracking due and paid fees
Collect school fee, taking different kinds of fee waivers into account
Print reports on the basis of Fee Heads and daily collection of Fee (Cash,
Cheque and Bank Transfers)
Daily auto-generated mail to school management for Cash in Hand and Register
Track different receipts like prospectus fee, tour fee, ID card fee and any other
collections and generate miscellaneous collections reports

Features & Functionalities

Goals Achieved/Module Benefits

Fee processing automation

Streamlined Fee Collection and

Recording
All kinds of fees and recorded and
reflected in one place for ready
reference
Accurate and efficient Fee
processing
Pro-active and streamlined fee
management process

School fee collections and

reporting automation
Miscellaneous collections recording
and management
Auto-generated reminders for
concern areas and pre-defined
milestones
Online fee payment facility for
Parents

Reduced workload and timely fee

payments due to enablement of
online fee payment

8. TRANSPORT MANAGEMENT
___________________________________________________________________________________________________
_________________________________

Page | 10

Provides a fully automated system for managing the routes for students
travelling on school buses daily
Manage information about bus availability at desired destination, new request
for transport
Prepare efficient & optimized route plans
Integration with GPS systems for vehicle tracking

Features & Functionalities

Goals Achieved/Module Benefits

Fully automated system for

managing the bus routes for
efficient student transportation
Manage information about bus
availability at desired destination,
new request for transport,
inventory of school bus
Auto-generated reminders for
concern areas and pre-defined
criteria
Route planning

Direct and integrated

communication channel with
parents
Ready reference for use in different
student transport reports, lists and
emergencies
Easy alert management for School
Administration

9. LIBRARY MANAGEMENT
Store details for books, journals & multimedia resources
Manage departmental libraries and inter-library transfers with integrated
Manage stock verification subscription management including issue, return and
reservations
Enable search and reservation of the resources online
Barcode generation and barcode scanner integration
Library card generation and management

Features & Functionalities

Goals Achieved/Module Benefits

Manage departmental libraries and

inter-library transfers, stores details
including books, journals &
multimedia resources
Manage stock verification, enable
search and reservation of the
resources online, manage serial and
subscription management including
issue, return and reservations.
Auto-generated reminders for
concern areas and pre-defined
criteria

Resource optimization and Time

savings over copying and
forwarding library records
Easier borrowing and record
management process for students
as well as for the librarian
Anytime, Anywhere access to
records for Teachers and Librarian
A secure and safe central repository
for
ready reference for use in different
administration and library reports.

___________________________________________________________________________________________________
_________________________________

Page | 11

10.

HOSTEL MANAGEMENT
Customize system according to room types, rooms, and their capacity
Manage applications for hostel accommodation
Make room allotment as per room availability

Features & Functionalities

Goals Achieved/Module Benefits

Manage hostel applications, room

allotment, and room availability.
Control the creation of room types,
rooms, and their capacity

Easy and practical room

assignment
Anywhere access to records for
Parents, Teachers and School
Administration
Parents automatically alerted (via
SMS & Email) about student
concerns for taking timely
corrective measures

Auto-generated reminders for

concern areas and pre-defined
criteria
Minimized error and effort towards
hostel management
11.

HR MANAGEMENT
Manage Employee Information, Employee Attendance, Employee Payroll with
TDS, PF, ESI reports
Integrated with biometric machine
Manages performance records, appraisal, attendance, manpower recruitment,
PF and IT Deductions
Students and Faculty attendance is auto generated
Dedicated login credentials issued to each employee for accessing the Self
Service portal and viewing relevant information

Features & Functionalities

Recording Employee Information,
Employee Attendance, Employee
Payroll with TDS, PF, ESI reports
Managing performance records,
appraisal, attendance, manpower
recruitment, PF and IT Deductions.
Faculty attendance is auto
generated.
Integration with biometric systems
Employee Self Service Portal

Goals Achieved/Module
Benefits
A common place for managing all
HR activities of school
Anywhere access to records for
Faculty and School Administration
Teachers automatically alerted
(via SMS & Email) about
performance, benefits and
appraisals
Streamlined payroll management
Comprehensive HR management
through a powerful self-service
section

___________________________________________________________________________________________________
_________________________________

Page | 12

12.

ASSET & EXPENSE MANAGEMENT

Analyze expenses and enforce internal spending controls, optimize expenses
through mapping of business function and expense type
Reduces the workload by providing system generated TDS certificates,
automated Service Tax &Modvat calculations
Integrated purchasing department & accounts payable department through the
auto-posting account books functionality, enabling timely release of payments
to vendors

Features & Functionalities

Goals Achieved/Module Benefits

Analyze expenses and enforce

internal spending controls

Time savings over recording and

forwarding purchase orders and
expense reports
Anywhere access to records for
Purchase department and School
Administration
Minimized error and effort towards
Optimize expense
timely release of payments to
vendors
Better compliance and a streamlined
process
Optimize expenses through mapping
of business function and expense

Enforce internal spending controls

Provide system generated TDS
certificates, automated Service Tax
&modvat calculations
The purchasing department can be
integrated with the accounts
payable department through the
auto-posting account books
functionality, enabling
13.

FINANCE & LEGAL MANAGEMENT

Input ledger entries with an easy and intuitive interface, making the whole
process error free and fast.
Prepare and record vouchers with ease.
Reconcile and prepare P&L, Balance Sheets and Cash Flow statements quickly
and shorten your period close.
Prepare standard statutory reports.
Enjoy real time reporting and multi-dimensional analysis.

Features & Functionalities

Input ledger entries with an easy
and intuitive interface, making
the whole process error free and
fast.
Prepare and record vouchers with
ease.

Goals Achieved/Module
Benefits
Time savings over copying and
forwarding attendance records
Anywhere access to financial
records for the reference of
Finance department and School

___________________________________________________________________________________________________
_________________________________

Page | 13

Administration
Reconcile and prepare P&L,
Balance Sheets and Cash Flow
statements quickly and shorten
your period close
Enjoy real time reporting and
multi-dimensional analysis

14.

Better visibility of Schools

Financial performance through
automated accurate financial
reports
Optimized expenses and better
compliance in financial matters
Complete billing and ordering
automation

ALUMNI MANAGEMENT
Alumni can register on the schools website and once approved, they will
receive all news, jobs, fund-raising or other event updates on the alumni
dashboard.
Alumni students can get in touch with their classmates at regular intervals and
can plan their get together in with school authorities.

Features & Functionalities

Goals Achieved/Module Benefits

Alumni can register on the schools

website and upon approved,
receive school event updates on
the alumni dashboard
Alumni can get in touch with other
alumni at regular intervals and can
plan alumni meets with school
authorities.
Track important Alumni who have
influence in society
Famous alumni are kept updated
for involving them in brand
building of the school

Better managed Alumni Relations

and Events

15.

Anywhere access to records for

Alumni and School Administration
Direct communication channel
between Alumni and School

LESSON PLANNING& ANALYSIS

Define Lesson Plan for various subjects along with the number of periods
required
Map the Syllabus/Lesson Plan with dates in current academic year
Maintain the daily teacher's diary
Check online assignments and generate reports

Features & Functionalities

Goals Achieved/Module Benefits

Define Lesson Plan for various

Time savings over designing,
subjects along with the number of
recording and forwarding lesson
periods required
plans
Map the Syllabus/Lesson Plan with
Anywhere access to lesson plans for
dates in current academic year
Parents and Teachers leading to
___________________________________________________________________________________________________
better managed lesson plans
_________________________________
Maintain the daily teacher's diary
Page | 14 A streamlined and transparent
lesson planning process
Check and report note books
Minimized error and effort towards
lesson planning

16. INVENTORY MANAGEMENT

All the schools consumables as well as durables can be managed through this
module.
Our Inventory Management comes with the facility of adding items, quantity,
and information to have a comprehensive record of the inventory.
With this issuance and return of Inventory can be easily tracked.
Xyzs Inventory Management Module offers comprehensive reporting features
to provide precise inventory control.
Features & Functionalities

Goals Achieved/Module Benefits

Easily access and maintain all

records of inventory.

Better managed inventory with orders

of economic order quantities and
shortages and elimination of task
redundancy
Anywhere access to records for School
Administration for taking key inventory
decisions
Lower lost/wasted/stagnant inventory
due to transparent and accurate
inventory handling and recording
Streamlined inventory management
and comprehensive inventory reporting

Automatically generated reports

which give a clear picture of the
inventory status.
Reminders for approaching and
missed order deadlines

___________________________________________________________________________________________________
_________________________________

Page | 15

VALUE PROPOSITION TO VARIOUS

STAKEHOLDERS
1. STUDENT PORTAL
Students can log into AE by visiting the schools website using their unique username
and password. Once logged in, they can perform the following functions:

View their personal profile, details of parents/guardians, documents submitted, etc.

They can also submit request for contact details such as change in address, phone
number and mobile number
Submit request for Section change
View examination date-sheet
View mark sheet for each term, comparison with class/section highest/average
scores, and comparison across terms
Search and reserve books online in the library. Students can also raise requisition
for new books
Access to online resource centre containing teaching aids such as presentations,
images, maps, movies, animations, etc.
Download and upload homework & assignments
Submit articles for Educational Institutes e-magazine
Access to notices, circulars, school calendar, etc.
View attendance sheet and apply for leave
View syllabus along-with dates (syllabus plan) subject-wise
View the fee bills and download tuition fee certificate.
Raise requisition for items to various stores along with search functionality on
availability
View statement of purchases made in the school and balance advance

2. PRINCIPAL PORTAL
The Principal and the Administrators can log into AE by visiting the schools website
using their unique username and password. Once logged in, they can perform the
following functions:

Get real time information from various departments online for data-driven
decision making
Control over resources and tools to ensure optimum utilization of resources
Get all the information on the parents grievances and redressal thereof
No redundancy of work/data entry with centralized database system
Manage the daily substitutions (timetable) efficiently and effectively
By using latest technologies like Smart Card, Bio-metrics and SMS, make your
school a technology savvy and modern school

___________________________________________________________________________________________________
_________________________________

Page | 16

Control over finances/inventories with authentications and approvals

Birthday reminder for students and staff members

3. TEACHER PORTAL
The Teachers can log into AE by visiting the schools website using their unique username
and password. Once logged in, they can perform the following functions:

View personal and academic profile including experience, workshops attended,

certifications, etc.
View and edit student details
Enter and edit marks/grade/remarks/observations for students for a given
subject/behavior, etc.
Record and edit attendance & participation of the student in the class
Upload and download homework/assignments for a class/section
Apply for leave and track its approval
View attendance sheets
View and download salary slips and remuneration details
View school calendar, notices, circulars, etc
View and respond to requests received from students and other staff members
Submit article and track approvals
Search library, reserve resource and raise requisitions
Send SMS to parents for attendance, invitations, notices, etc.
Search and edit resource centre
Create question bank and generate question papers in a dynamic way
Get birthday and anniversaries reminders
Login to various modules as per the rights/permissions given to them

4. PARENT PORTAL

The Parents can log into AE by visiting the schools website using their unique
username and password. Once logged in, they can perform the following functions:

Get access to each and every information about your ward online fees, library,
activity, discipline, health, attendance, examination, etc.
Get SMS and email alerts for attendance, fee reminders, exam results, PTMs, etc.
Request for Transfer Certificate online
Download Tuition Fee Certificate online

___________________________________________________________________________________________________
_________________________________

Page | 17

Write to subject/class teacher directly for any counseling/improvements

Get e-information about the school with live news, image gallery, downloads,
achievements, etc.
Make payment of fees online or give standing instructions to get fee bill cleared
from your account automatically through ECS (Electronic Clearance System)

5. ALUMNI PORTAL

Alumni Portal enables ex-students to get the latest news, events and job
profiles at their school
Alumni can get in touch with their batch mates and the school in order to plan
Alumni meets
They can share photographs, news, status, job changes and donations.
It builds a lifelong relationship between school and student.

___________________________________________________________________________________________________
_________________________________

Page | 18