Frequently asked questions (FAQ)

ERP is an acronym for Enterprise Resource Planning (ERP) is business process management software that allows an organization to use a system of integrated applications to manage the business and automate many back office functions related to technology, services and human resources.

ERP software, designed to implement this, acts as a sort of central nervous system for the corporation. It gathers information about the state and activity of different parts of the body corporate and conveys this information to parts elsewhere that can make fruitful use of it. The information is updated in real time by the users and is accessible to all those on the network at all times.

Enterprise resource planning promises

  • One Database
  • One Application
  • One User Interface

For the whole undertaking, where once dissimilar frameworks ruled assembling, appropriation, back and deals. In most cases, as modern firms grow, they become more complex. The key focus of a well-designed ERP system is to reduce complexity and allow managers to know exactly what is happening within their organization.

ERP software is a suite of business applications such as accounting, sales or payroll. The key difference between the ERP version of these applications and the stand alone versions is integration. The applications share the same technical architecture, database, look and feel, and processing standards. SAP is one of the world’s largest software vendors of ERP systems. SAP ERP is enterprise resource planning software developed by the German company SAP SE. SAP ERP incorporates the key business functions of an organization. SAP stands for Systems Applications and Products in Data Processing.

SAP's ERP system enables companies to run their business processes, be they accounting, sales, production, human resources or payment, in an integrated environment. The integration ensures that information flows from one SAP component to another without the need for redundant data entry, and it helps enforce financial, process and legal controls. SAP's ERP system also facilitates effective utilization of resources (the R in ERP), be it machines, production capacities, manpower or other assets of an enterprise (the E in ERP) through detailed planning (the P in ERP) of resources.

Benefits of SAP:

  • It eliminates the duplication, discontinuity and redundancy in data
  • Provides information across departments in real time.
  • SAP System is Provides control over various business processes
  • Better customer interaction and increased throughput. It also improves customer service.

SAP Software is a centralized enterprise management system also known as Enterprise Resource Planning.

ERP stands for Enterprise Resource Planning. ERP is an enterprise-wide information system that facilitates the flow of information and coordinates all resources and activities within the business organization. Functions typically supported by the system include manufacturing, inventory, shipping, logistics, distribution, invoicing, and accounting. Some solutions now embed customer relationship management functionality. A wide variety of business activities including sales, marketing, billing, production, inventory management, human resource management, and quality control depend on these systems. The ERP system assists in managing the connections to outside stakeholders as well as enhancing performance management. It uses a centralized database and usually relies on a common computing platform. It provides the user a unified, consistent, uniform environment. Of all the software an organization can deploy, ERP has potentially the most direct impact on reducing costs.

Competitive advantages arise to firms that can contain costs so that increased revenues translate into higher profits. A well-constructed and implemented ERP solution should reduce costs and increase productivity through improved operations. Standardizing business processes, which is required for the successful implementation of ERP, lays the groundwork for attaining improved efficiencies. An effective implementation of an ERP solution optimizes the use of capital equipment and manpower. This in turn increases the importance of other ERP capabilitiessuch asscheduling and resource planning.

Lacking an ERP solution, firms, especially manufacturers, find themselves struggling to compete and grow using applications that are functionally deficient, obsolete, and isolated from other applications and data. These shortcomings manifest themselves in many ways that adversely affect the organization, some include:

  • Inaccurate forecasts play havoc with inventory levels
  • Insight into innovative design engineering is clouded.
  • Order tracking from acceptance through fulfillment is cumbersome - or non-existent
  • The revenue cycle is obscured
  • Capacity is underutilized - or overstrained
  • Cost overruns and missed deadlines taint customer relations

Enterprise Resource Planning (ERP) is a system that can be used with great benefits to your organization, but it also can take time, effort and financial resources to adopt and to use on a regular basis.

Saving Money : ERP packages are not cheap, so it can seem unlikely that the program would actually save your organization money. However, this is exactly what can happen. An ERP unifies many of the systems that may currently be fragmented in your organization, and this ranges from everything from product development and supply chain management to IT support, management and more. The right ERP can make it easier and faster for your team to generate various reports, and this may include everything from income and expense statements to customized reports based on metrics and trends. The ability to have access to these reports quickly enables you and your team to make better decisions more quickly.

Improved Productivity : without an ERP, you and your staff members may have redundancies in operations, or you may have to waste time completing repetitive tasks manually. This can ultimately have a negative impact on your bottom line. An ERP will eliminate this time waste, and this can ultimately have a positive effect on your organization's productivity, efficiency and profitability.

Tougher competition in the marketplace is generating the need to better optimize resources, improve profitability and keep customers satisfied. Companies are increasingly implementing Enterprise Resource Planning (ERP) software solutions to improve operations and provide faster customer response.

Steps in ERP Implementation:

Discovery - Consists of processes that help define the need, vision, scope of the project, and obtain commitment from the customer to continue.

Plan & Monitor - Consists of processes that involve developing a strategy to complete the work, as well as measure the progress and take corrective action as required. This occurs throughout the entire process

Analyze - This stage is a more detailed level of discovery and consists of processes that involve gathering detailed requirements and analyzing the client’s business needs.

Build - Involve processes that carry out the tasks identified in the strategy.

Stabilize - Involve processes that carry out the tasks identified in the strategy.

Deploy - Processes that will deploy the solution to a production environment.

Post Go Live - Processes that are in place to support the client once they are live on the solution, which lead to project closure

ERP software is one stop-solution to make the process of imparting education more streamlined, efficient and modern. ERP in education sector plays an important role it does meet the increasing educational demands in a scholastic institute. It can not only help the teachers, but also the students, parents and academic coordinators to deal with regular activities that reduce the time and energy and focuses on educations department. Business owners and management teams often must make tough decisions about how to manage operation in their organization, and one of the decisions that you may be debating right now is whether to do an ERP implementation.

When it comes time to choosing the right Enterprise Resource Planning (ERP) solution for your current and future upgrades needs from the schools, it’s important to choose one that has all the features and capabilities that will help your management or organization grow and operate successfully. Whether implementing a new ERP solution or upgrading an already existing one, the process for an ERP solution should be a top priority for modernized education. This paperless automation solution eliminates repeated data entry and helps institutions to work smart and focus on what they do best imparts education.

Role of ERP:

  • ERP based higher system is an educational user friendly interface system.
  • This is used by an organization to manage the office and automate the business functions
  • These systems make the data easily accessible and more usable in terms or organization of files.
  • This allows accurate planning by the company and has result oriented approach.
  • This eliminates the need of multiple management software. It helps to integrate the interaction between marketing, sales, quality control, product processes, supply lines, stocks, human resource module, customer relationship management, information technology, and many other functions in a single database.
  • It reduces the chances of typing errors and re-entry.
  • Enables the company to use single software and maintain one database for the whole company.

EERP software for schools management system, installable forms, is available in the market. The best software should provide the more automation than functionalities with manual intervention.

Some of critical automation and features that every school required is listed here:

  • Time Table - Based on the min/max parameters to the subject/teacher, Time Table should automate them, which should be modifiable too.
  • Attendance Automation - attendance should be 100% automated with the help of RFID Reader which should take care of report generation and SMS notification to parents.
  • Fees reminder - Not just fees reminder, but all the reminders with SMS should be notified to the parents.
  • Individual parent login to track their kids’ attendance, fees, educational and other activities.
  • Mobile app
  • Inbox - Every message alert, mobile alert, email sent to the parents/staffs should be made available in the dedicated Inbox system. So that, users feel more comfortable for referring them anytime…
  • Cost effective communication- SMS is primary communication. But mobile alert/email commutation is also very much important the software.
  • Analytical reports - software should behave just like a database, rather, it should be intelligent tool, which should provide the hidden technics for improving the quality of education and execution.
  • Various education improvement tools for students, like talent tracker, QA challenger, topic discussion and more should be provided.

Educational ERP software is now becoming main stream in the education sector. The main reason for the change in demand is how schools and colleges are becoming complex day by day. More data is flowing through the organization and it is always a good idea to keep track of the data and make good decisions based on the data Schools and the partners should work in synchronization to achieve the best ERP for education.

There are many issues that we need to understand before we can make ERP work for education. To make ERP work proactive for the better of education, we need to ask some big questions.

  • Education ERP allows all administrators and staff members to manage, access, and analyze necessary, up-to-date information in real time. When decision-makers have access to time and accurate information they are able to make better and quick decisions for the institution.
  • With the wealth of data available through ERP, administrators can use data to generate accurate reports and make data-driven decisions.
  • ERP enables all members of the educational institution to perform critical administrative tasks digitally that saves a lot of man-hours and helps to reduce their paper consumption to a great extent.
  • By implementing ERP, the relationship between various user entities such as Management, Staff, Faculty, Students and Parents can be strengthened. ERP software ensures the better communication among them.
  • Many administrative tasks can be automated, saving money on administrative costs and speeding up processes such as fee collection, salary computation, generating mark-sheets etc.
  • Education ERP provides students and faculty with self-service functionality on matters related to enrollment, finances, payroll, etc. This saves money on administrative costs, allowing institutions to focus on improving the quality of education and achieving desired academic goals within specified time and cost perimeters.
  • Many institutions still working on paper records, which are sensitive to physical damages such as water, fire, theft, etc. Education ERP solution ensures completes security of data by providing backup mechanisms with high-level security.
  • A centralized data storage structure with user-friendly interface aids in improving the accessibility of the information from anytime, anywhere.

TOSHA EDU-PEARL ERP system helps an education institution to become compliant with nationally acknowledged best practices for the education sector. It is developed with significant domain expertise contributed by leading educationists & a team of highly efficient software engineers. The challenges faced by educational institutions to manage the day to day running of the school are immense and that is why it has become imperative that every school should have management software to increase efficiency and reduce time and effort. EDU-PEARL ERP software takes care of daily attendance, grades, marks, tests, notices, etc. A teacher need not worry about recording and updating tasks that bear little significance. EDU-PEARL ERP software replaces manual work and in turn independently exterminates the chances of data redundancy, incomplete and improper data with EDU-PEARL ERP software activities like fee collection, library updating etc. are carried out swiftly eliminating any apprehensions or possibility of losses to the institution.

Here are the different modules in ToshaEdu Pearl -

Admission Module

  • Manage Admission forms with documents
  • Generate Merit List by custom criteria
  • Confirm candidate admission and collect fees
  • Manage other Merit List, if seat available

Front Office

  • Online / Offline Enquiry Data Collection
  • Admission Form selling and Brochure selling.
  • Manage multiple academic batches & divisions
  • Automatic Roll Number generation as per rules
  • Template based generation & printing of I-Cards for Students, Parents & Faculty
  • Manage Students personal & academic profiles and Parents’ profiles

Fees Module

  • Fee Head & Group Creation with Party/Account
  • Fees & Fine Configuration class & student wise
  • Student Scholarships & Discount management
  • Handling bank Cheque bounces & Bank Reconciliations
  • Reports of Daily collection, Fee Head & Student wise
  • Outstanding report, Collection report

Academic Modules

  • Subject & Syllabus management
  • Timetables for Students & Faculty
  • Management of Daily & Monthly attendance
  • Lesson Plan module
  • Online Quiz module
  • Assignment, Notes & Worksheet module

Examination Module

  • System for schools ( CBSE, ICSE) and for Degree colleges
  • Configuration of Grade Master with Points
  • Exam Configuration & publishing of Exam Timetables
  • Seat Number & Hall Ticket generation
  • Managing Answer Sheet checks & exam marks entry
  • Publish results and generate report cards

Library Module

  • Master Configuration for the complete Library
  • Manage issues and Returns of books, CD and other media
  • Fine configuration and management
  • Generate various reports for records and analysis

GPS Transport Module

  • Vehicle Master, Route Master & Stop creation
  • Bus allocation to Students
  • Automatic Fees Linking to Students
  • Keep track of students and vehicle on daily basis
  • Bus or Route wise SMS to Parents

If ERP is a desktop based application then check which platform and database of system development and install the platform framework and database software into your system configure the system as per ERP required environment. If you want good speed for run the desktop based ERP system then you will configure your system is a high speed RAM and processors. And you will use the antivirus software into your system. And maintain system very carefully. And every day clean the system. So that's enough for run desktop based application software.

Any ERP system basically needs to fulfill the following technologies that are begun use to develop the ERP:

  • It must be a unified system, with easy-to-use applications and interfaces that works seamlessly across multiple departments with the necessary controlled access
  • A common database (or multiple but shared databases) accessible through different applications.
  • Search and reporting utilities to generate reports based on various parameters.

To meet the needs of the above mentioned functional the following tools and applications are mandatorily integrated into the ERP system: Data storage and information management with established workflow across different departments and functions are the backbone of any ERP system. Multiple solutions and tools are available for data storage, which include relational databases from companies like Oracle, Sybase. The database or repository can be either a single centralized one, or multiple with automatic data flow from one database to the other. The defined workflow ensures seamless data movement. Databases can be hosted locally or remotely, or even in the cloud.

ERP is usually referred to as category of business-management software—typically a suite of integrated applications—that an organization can use to collect, store, manage and interpret data from these many business activities.

ERP provides an integrated and continuously updated view of schools management system. ERP systems track education resources through the software and the status of organization. Orders, purchase orders, and payroll are the different parts includes in the structure. The applications that make up the system share data across various departments (manufacturing, purchasing, sales, accounting, etc.) that provide the data. ERP facilitates information flow between all educational functions and manages connections to management.

Enterprise system software is a very good concept which helps any organization/institution to manage, control and do planning for its resources. Though early ERP systems focused on large enterprises, smaller enterprises increasingly use ERP systems. The ERP system integrates varied organizational systems and facilitates error-free transactions and production, thereby enhancing the organization's efficiency. However, developing an ERP system differs from traditional system development. ERP systems run on a variety of computer hardware and network configurations, typically using a database as an information repository

Enterprise resource planning (ERP) is an enterprise-wide information system designed to coordinate all the resources, information, and activities needed to complete business processes such as order fulfillment or billing. An ERP system is based on a common database and a modular software design. The common database can allow every department of a business to store and retrieve information in real-time. The information should be reliable, accessible, and easily shared. The modular software design should mean a business can select the modules they need, mix and match modules from different vendors, and add new modules of their own to improve business performance. Ideally, the data for the various business functions are integrated. In practice the ERP system may comprise a set of discrete applications, each maintaining a discrete data store within one physical database.

The term ERP originally referred to how a large organization planned to use organizational wide resources. In the past, ERP systems were used in larger more industrial types of companies. However, the use of ERP has changed and is extremely comprehensive, today the term can refer to any type of company, no matter what industry it falls in. In fact, ERP systems are used in almost any type of organization – large or small.

In order for a software system to be considered ERP, it must provide an organization with functionality for two or more systems. While some ERP packages exist that only cover two functions for an organization, most ERP systems cover several functions. Today’s ERP systems can cover a wide range of functions and integrate them into one unified database. For instance, functions such as Human Resources, Supply Chain Management, Customer Relations Management, Financials, Manufacturing functions and Warehouse Management functions were all once standalone software applications, usually housed with their own database and network, today, they can all fit under one umbrella – the ERP system.

The education sector is in no way a small sector, it is growing rapidly like any other large sector where data-driven decision-making is critical. Any education institution comprises of multiple departments and many stakeholders, both internal and external, to take care off. For example, students, teachers, parents, administrators, management, alumni and other stakeholders that are directly and indirectly connected with them. All these cannot be managed and satisfied with paper work. Institutions need an ERP solution to bridge the gap and also move towards creating world-class institutions and get benefited with data-driven decision-making capabilities with analytics and business intelligence. The ERP implementation means less paperwork and more productivity across departments.

The term ERP originally referred to how a large organization planned to use organizational wide resources. In the past, ERP systems were used in larger more industrial types of companies. However, the use of ERP has changed and is extremely comprehensive, today the term can refer to any type of company, no matter what industry it falls in. In fact, ERP systems are used in almost any type of organization – large or small.

An ERP Solution automates various processes in an organization using one integrated solution, thereby bringing interoperability of data. Automation makes sure transparency in all the departments and minimal to no errors in recording and transmitting data. The intended advantage of implementing an ERP is to bring process efficiency across the organization and reduce chances of error. An educational institute, like any other type of organization, performs multiple functions like admission management, fees management, library management, timetable management, infrastructure management, accounting, examination management, enquiry management, transport management, human resource management, student support management etc. Education ERP intends to centralize, track and resolve issues to manage these multiple functions and information in a flawless manner to deliver quality education.

The implementation of ERP system makes the institutes cost efficient over disjointed traditional systems. An ERP system shall also help organize data better and provide the right MIS to the stakeholders thereby making more accurate and prompt decisions. To bring in efficiency, effectiveness, and accuracy into their operations, it is imperative for the education sector to implement an ERP system. Thus, it is necessary to have right ERP solution for the educational sector.

The devices we use is RFID Card for attendance, GPS and Geo fencing devices in Buses, Wi-Fi or Cloud Server in Campus, Digital Notice Board, Visitor Entry Tab.

RFID Reader and ID Card:

  • RFID device installed at various locations & are connected with the RFID Attendance Server housed in the campus.
  • Every Student is given RFID ID CARD.
  • Student shows RFID ID Cards to Reader in every lecturer every day.
  • Faculty gets list of absent roll numbers before end of lecturer & faculty can verify the same.
  • The Attendance record is updated on Attendance web server. Parent & student can log-in and view attendance or apply on-line for leave so that campus is aware of leave in advance.
  • They can also check Homework given to their ward.

GPS and GEO Fencing devices in Buses:

  • The automatic GPS tracking system applies well in notifying vehicle service periods and so helps in maintaining its condition. Systematic calculation of mileage capacity would advantage in managing expenses for fuel.
  • Geo-fencing allow an administrator to set up triggers so when a device enters (or exits) the boundaries defined by the administrator, an alert is issued.
  • be avoided from long-time waits at bus stops.
  • Live tracking of vehicles is made possible with GPS system.
  • As harsh driving, over speeding or hard cornering of school buses cannot be tolerated in any means, we provide administrators with an efficient system for tracking performance of drivers.

Cloud Server in Campus:

  • Cloud Server is a flexible, open source, file access solution allowing educational institutions of all sizes to securely provide their students and faculty anywhere, anytime, any-device access to the files they need.
  • They grants educational IT admins the control they need over their data, while giving the students and faculty the best fix for their file-access frustrations.
  • Whether they are using a mobile device, a desktop, or a web-based client, we provide administrators the ability to put the right files at their users fingertips in one simple-to-use, simple-to-provision, and enterprise-class solution.

Mobile strategies are beginning to take form in the small-to-medium business ERP space. While mobile devices like laptops, PDAs, and tablets made it possible to work on the school, now workers can use their ERP applications on their mobile devices to take advantage of administration capabilities and insights.

These mobile ERP applications allow schools and administration to benefit from improved quality of service, deeper relationships between parents, students and teachers, competitive advantage, and more accurate data capture:

Improved Quality of Service - Mobile ERP systems allow employees to improve quality of service to customers by giving them access to relevant information.

Greater Productivity - Many mobile workers waste much time driving in cars or sitting in airports. Mobile ERP helps these workers use that time productively. All mobile workers have tools, materials and information to eliminate downtime.

Deeper Relationships - Having information at their fingertips helps mobile workers deepen business relationships and response times.

Competitive Advantage - The ability to deliver real-time information on-the-spot to accounts helps organizations improve their competitive advantage.

More Accurate Data Capture - Mobile ERP software makes it easy for workers to enter all relevant data accurately as they gather it in the field without re-keying the data into back end systems (potentially making errors along the way).

ERP System provides user-friendly dashboards with login access for teachers, non-teaching staff, students, parents and management personnel of your institution. The various modules available in facilitate all the processes of your institution, from admission of new students to generating transfer certificates when students complete their studies.

ERP has modules to manage Timetable, Attendance, Examinations, e-books, Campus News, Hostel, Library, Transportation, School Calendar, Events and many more. It has a fully-fledged Human Resource module to manage the payroll and employee pay slips. The Finance module helps you to plan and allot different fee structures to students. School ERP System is also an excellent collaboration tool using its Task, Discussion, Poll, Blog and Video conference plugins. There is an internal messaging system within the system but you can also integrate it with external communication tools like email and texting.

With the fast developing of industries and the need for managing procedures and resources, it has become very important to have a tool which can help you coordinate several activities, and the best one is ERP. The advantages of having ERP are many. It gives you the opportunity of integrating every procedure of your schools while improving the quality of several areas simultaneously. These areas include human resources, accounting and operations. In addition, ERP helps to increase your production levels and to control your costs more efficiently, and this means that you will be able to control the whole enterprise more efficiently.

A very important facility of the ERP systems is that they increase the availability of the information, helping administration to have information in real time to make decisions and accurate prognostics regarding the organization. It is important to mention that ERP systems are a very powerful tool when it comes to processing and organizing financial data. It improves the development of the commercial activity in the short and long term.

In the enterprise management module you can perform integral strategic planning, keeping an eye on the daily activities and having fluent communication with the investors. The human resources module allows you to make decisions and optimize the company's investments regarding employees. With all of this one can see that an ERP system brings visible advantages.

Main factor for ERP system :

  • Provide satisfactory official administration sponsorship and duty
  • Assure satisfactory checking by including the master client group in needs definition and item choice.
  • Provide experienced venture administration assets and undertaking colleagues
  • Use a demonstrated procedure
  • Provide adequate planning of money and inward asset allotment
  • Anticipate, grasp, and oversee change
  • Avoid broad alterations and utilize demonstrated outsider items when accessible

#1: Provide satisfactory official administration sponsorship and duty

Companies invest in ERP systems because they believe the investment of cash and other resources will provide a greater return than committing those resources in a different manner. The first role of executive management is to define the key metrics of measurable value the system should provide and the budget for achieving the expectations.

  • Next management assigns the selection team and the implementation teams and communicates the expectations to those teams. When appropriate, executive managers may participate directly in the teams.
  • Additionally, executive management needs to provide consistent support and reinforcement throughout the entire implementation by:
  • Requiring that timelines, project plans, and methodologies be implemented
  • Requiring consistent follow-up and reporting of status and progress against the plan
  • Assuring that promised cash and other resources are available when required Providing special incentives where warranted to motivate
  • Remaining positive not poisoning the well by expressing opposition to the project in front of the selection or implementation team. Any expressions of opposition should be kept in the executive conference room. Organizations resist change, and the resistance should never find an executive sponsor.
  • Assessing the success of the project for each expectation, and following up with the rest of the organization to recognize success and assess the need for continued improvement.

    #2: Assure satisfactory checking by including the master client group in needs definition and item choice.

    Management's main top level role is to define the expectation for increased productivity, increased sales, increased service levels, decreased expenses, and other quantifiable performance indicators. However, there is generally a group within the user community that understands the nuts and bolts of how a system can actually deliver those objectives, whose perspective is more valuable than managers that are not actually hands-on with the systems. It's important to involve this expert user community in the scoping and selection process both because of the practical expertise they bring to the table and the increased user adoption experienced when skilled end-users feel their voice was heard.

    #3: Provide experienced venture administration assets and undertaking colleagues

    Project management is a skill that requires training and experience. For implementation of core mission critical systems, qualified Project Managers (PM’s) more than pay for themselves. The PM:

  • Serves as the primary intermediary between executive management and the implementation team
  • Is the primary provider and enforcer of the project plan, implementation methodology, and project execution and communication infrastructure
  • Should have the experience to spot early warning signs and risk indicators
  • Should have the respect of executive management and the implementation team members
  • Should be impartial and not have an individual departmental agenda. PM’s that serve dual
  • roles as IT, Operations, Finance, or Accounting Managers tend to place emphasis on their own departmental needs.

    #4: Use a demonstrated procedure

    Do not reinvent the wheel. Most companies only implement new core enterprise systems a handful of times during the lifetime of the company; therefore, internal experience may be thin in systems implementation and team members may not even realize there are proven methodologies and project management disciplines that they can adopt.

    Additionally, outside consultants that are certified on the ERP system spend their careers implementing systems and can assist in the use of the methodology best suited for your implementation.

    #5: Provide adequate planning of money and inward asset allotment

    Once a company has scoped out its needs, determined the value that delivery of those needs will provide, assessed the amount it’s willing to invest to meet those needs, and identified the system that best meets those criteria, executive management needs to make the required cash funds and resources available to the implementation team. Cash budget issues arise when projects go over budget. Management should create a budget risk management plan prior to implementation so that they are not faced with making decisions in the heat of crisis and springing surprises on the board of directors or investors.

    Resource allocation issues mostly originate from management underestimating the amount of time that will be required of the implementation team and the end users for process design, implementation, testing, validation, and training. Everybody on the staff at the beginning of a project already had a 40 hour job, and management must anticipate the need for additional human resources or lower their expectations of productivity during the implementation.

    #6: Anticipate, grasp, and oversee change

    People resist change. Often the users that are being given a new system emotionally own the legacy system (or it owns them), and experience fear of the unknown. Even users that are frustrated with the legacy system, if left out of the loop on the requirements analysis and selection of the new system, will resist adoption of the new one, favoring the known evil over the unknown.

    Management has a key role in creating an environment that fosters continuous improvement and rewards reasonable experimentation. Managers can foster user adoption by recognizing and rewarding successful process reengineering as much as normal operational performance. Finally, organizations need to avoid the classic trap of simply re-creating the legacy system procedures and business practices in the new system. Many of the legacy practices exist due to the need to contort the workflow to fit within the constraints and limitations of the old system. Managers need to learn to separate the desired end result from the path leading there, and be willing to look at the best new path exploiting the strengths of the new system.

    #7: Avoid broad alterations and utilize demonstrated outsider items when accessible

    This factor comes in two forms. The first was largely addressed by factor #6 where we encourage companies to adopt the best business practices using the features of the system selected, and not try to customize the new system until it is a re-deployment of the legacy system. Sometimes, however, even the best fit lacks some special feature that is a critical requirement. In this case, first priority should be given to finding an existing 3rd party product that integrates well with the new system, before considering major customizations or developing a custom bolt-on. This means that part of the selection criteria for any system should be that it is deployed on a widely supported stack (operating system, database, application architecture) and that the system has a good ecosystem of 3rd party products available.

    The main advantage of a well-established 3rd party product is that you can purchase and begin deployment immediately without going through an extensive design, develop, validate, deploy cycle. Your company likely already has its hands full with the core ERP deployment.


    The top tier ERP systems have all been successfully deployed in thousands of organizations of every shape and size. The most common reasons for failure are all within the power of management to control. Success starts with top management and flows downward, and ultimately success comes when management puts the right resources in place and keeps their eye on the ball.

ERP Software that works at the point of contact (interface) between a computer and its user, and which employs graphic elements (dialog boxes, icons, menus, scroll bars) instead of text characters to let the user give commands to the computer or to manipulate what is on the screen. GUI elements are usually accessed through a pointing device such as a mouse, pen, or stylus. All programs running under a GUI use a consistent set of graphical elements so that once the user learns a particular interface, he or she can use all programs without learning additional or new commands.

A good user interface allows people to do their jobs effectively. Users are people with jobs to accomplish and they are experts at those jobs. They are not trained as programmers. While a programmer might enter a string of text and numbers very naturally, most of us want to find the status of a purchase order with only a click or two.

  • Basic input interfaces
  • New data and commands- This is one of the two basic ERP user interfaces. These are used for many tasks such as new orders and purchase order receipts and accounting accruals. Whatever the particular function, the user wants exactly the fields needed for the transaction in a logical sequence and no other fields. Once they hit enter, the screen should input the command with no visible delay.

  • Basic output interfaces
  • Displays of information- This is the other primary ERP user interface. Users need to look up the status of a job or the address of a customer and a wide variety of other information. They want to easily select the exact information desired. Ideally, they can type in the beginning of a customer name or account number or a previous order and the system will identify quickly what they want to see and the screen refreshes immediately.

  • Configurable screens
  • Screens should be configurable. Two people might work side by side, each making similar accounting journal entries. But each has a unique background and so their ERP user interface should be configurable that each person is comfortable in their work. Of course, both screens need to have the same minimum fields, no unused fields and a control is needed to keep both transactions managed.

  • Mobile interfaces
  • Tablets and smart phones are here to stay in this world of bring your own device. A screen that is perfect for a desktop PC is difficult to use on a small screen. We need apps to transform the big screen to one or more small ERP user interfaces, enabling work to be done from anywhere. Portable scanners and bar code readers are used in many situations. The same rules apply as those for a desktop user. They are experts in their particular job and not programmers. Whether input or output, they need to see just what is needed and nothing else.

  • Dashboards
  • Dashboards are a very useful type of ERP user interface. These can be for both input and outputs. They are often designed for a very specific application within a business and might take the place of canned screens developed by the programmers. Dashboards secret weapon is configuration, users can mold their interface to their needs and processes.

  • Collaborative interfaces
  • When background information is needed, attaching a document to a shared ERP user interface is essential for collaboration within the ERP system. This allows users to see the context of work and collaborate when making the proper choice while still using a well-designed interface.

This paper reports a study examining cross-functional coordination in enterprise resource planning (ERP) projects. We collected primary data related to ERP implementations at four large organizations representing different industries and implementation strategies. These are presented through rich descriptions organized on the basis of an emergent process theory framework. Our case studies suggest that there are three main patterns of managing functional inter-dependencies:

A lean coordination design that includes unpredictably arranged "vanilla" usage utilizing reference process models and solid strategies

A rich coordination design that depends on overseeing between conditions through sorting out courses of action and social intercessions, and

An intervention pattern that depends on official command or a predominant functional unit laying out the tenets of engagement.

This study provides practical implications for industry managers engaged in large-scale enterprise system implementations. It also significantly advances theory by outlining and characterizing cross-functional coordination patterns. Our findings confirm that studying surface regularities as well as the underlying situated phenomena, in combination, can help in generating new insights for guiding ERP projects.

Stakeholders are individuals or group of people within an organization whose support is required to launch an ERP project. These stakeholders need to actively participate. Silent participation of any stakeholder means an invitation to the failure of the ERP project. It is generally seen that avoiding the responsibility for the outcome of ERP Software selection is the primary reason for failure.

Every individual who will have some kind of relationship with the ERP system after implementation is a stakeholder and needs to actively participate in the ERP requirement analysis or ERP software selection process. It really doesn’t matter whether the person is a CEO, business manager, accountant or a data entry employee. Every person wants something from the system and wants the ERP system to operate in a specific way. Unlike other information systems, the major problems with ERP implementation are not technologically related like complexity of the software, or standardization. The main problems are human related issues like resistance to change, incompatible business processes, project mismanagement and organizational culture. Let’s look at some important stakeholders in ERP requirement analysis.

Every business has a boss/leader that plays an important role in laying out strategies and policies for an organization. The CEO/leader is an important stakeholder due to the fact that he/she needs information of all kinds, related to business. Though the CEO will not actively participate in the selection or implementation of the ERP project, he needs to approve the project and also ensure other stakeholders actively participate in the ERP requirement analysis. ERP selection and implementation can be a long process (due to delays) and the CEO support is required to ensure other stakeholders understand the importance of the ERP system for the organization and participate in the process to the fullest extent.

Production, Sales and Marketing departments- ERP users most likely to gain

Some departments in the organization those are likely to gain the most from the ERP system are Production, Marketing and Sales. An ERP system helps the production department to increase production levels and control costs more efficiently. The people in the production department might not complain or give their opinion unless asked. The ERP system is most likely to affect them more as it will do work of several people and also make the production process more efficient.

Sales and Marketing departments are important for every organization. The benefits of integrated customer relationship management are many. The ERP system should balance the needs of the Sales and Marketing department along with business management needs of the organization. The Sales and Marketing department should actively participate in the ERP requirement analysis as they need to know how the new ERP system will connect the business with prospects and customers.

Engineering Department- ERP users with most risk

One of the objectives of ERP system is to give real-time visibility in production, enable process improvement and quality. Majority of the times the engineering department has to take the risks and ensure the process functions smoothly within metrics defined by the ERP system. Thus, it is necessary to include all stakeholders mentioned above to make ERP implementation a success.

Annual maintenance contract defined as the contract between 2 parties which creates the agreement that one party will maintain an asset owned by another party. Maintenance contracts can exist for equipment, a building, landscape, computers and other information technologies, and more.

Merits of ERP Systems:

  • Complete visibility into all the important processes, across various departments of an organization (especially for senior management personnel).
  • Automatic and coherent workflow from one department/function to another, to ensure a smooth transition and quicker completion of processes. This also ensures that all the inter-departmental activities are properly tracked and none of them is ‘missed out’.
  • A unified and single reporting system to analyze the statistics/status etc. in real-time, across all functions/departments.
  • Since same (ERP) software is now used across all departments, individual department has to buy and maintain their own software system is no longer necessary.
  • Certain ERP vendors can extend their ERP systems to provide Business Intelligence functionalities, which can give overall insights on business processes and identify potential areas of problems/improvements.
  • Advanced e-commerce integration is possible with ERP systems – most of them can handle web-based order tracking/ processing.
  • There are various modules in an ERP system like Finance/Accounts, Human Resource Management, Manufacturing, Marketing/Sales, Supply Chain/Warehouse Management, CRM, Project Management, etc.
  • Since ERP is a modular software system, it’s possible to implement either a few modules (or) many modules based on the requirements of an organization. If more modules implemented, the integration between various departments may be better.
  • Since a Database system is implemented on the backend to store all the information required by the ERP system, it enables centralized storage/back-up of all enterprise data.
  • ERP systems are more secure as centralized security policies can be applied to them. All the transactions happening via the ERP systems can be tracked.
  • ERP systems provide better company-wide visibility and hence enable better/faster collaboration across all the departments.
  • It is possible to integrate other systems (like bar-code reader, for example) to the ERP system through an API (Application Programing Interface).
  • ERP systems make it easier for order tracking, inventory tracking, revenue tracking, sales forecasting and related activities.
  • ERP systems are especially helpful for managing globally dispersed enterprise companies, better.

De-Merits of ERP Systems:

  • The cost of ERP Software, planning, customization, configuration, testing, implementation, etc. is too high.
  • ERP deployments are highly time-consuming – projects may take 1-3 years (or more) to get completed and fully functional.
  • Too little customization may not integrate the ERP system with the business process & too much customization may slow down the project and make it difficult to upgrade.
  • The cost savings/payback may not be realized immediately after the ERP implementation & it is quite difficult to measure the same.
  • The participation of users is very important for successful implementation of ERP projects – hence, exhaustive user training and simple user interface might be critical. But ERP systems are generally difficult to learn (and use).
  • There may be additional indirect costs due to ERP implementation – like new IT infrastructure, upgrading the WAN links, etc.
  • Migration of existing data to the new ERP systems is difficult (or impossible) to achieve. Integrating ERP systems with other standalone software systems is equally difficult (if possible). These activities may consume a lot of time, money & resources, if attempted.
  • ERP implementations are difficult to achieve in decentralized organizations with disparate business processes and systems.
  • Once an ERP system is implemented it becomes a single vendor lock-in for further upgrades, customizations etc. Companies are at the discretion of a single vendor and may not be able to negotiate effectively for their services.
  • Evaluation prior to implementation of ERP system is critical. If this step is not done properly and experienced technical/business resources are not available while evaluating, ERP implementations can (and have) become a failure.

Internet is the World-Wide network of computers accessible to one and all across the globe. Hence the number of users is unlimited. You can access any computer if you are aware of its Internet Protocol address (commonly known as IP address). The IP address is a unique set of numbers that defines a computer’s location. We access a computer using a domain name like When you type this name in your web browser, the browser accesses a Domain Name Server (DNS) computer to lookup the domain name. If the name is found in the DNS, it returns an IP address — otherwise DNS throws an error message to convey that the name was not found. Once your browser has the IP address it can access the remote computer that is hosting the website.

In simple words, an intranet is a set of networked PCs. Computers on the intranet network may or may not have access to the internet. Intranet is a private network maintained by an organization for the internal use of its own employees and members.

In case the Intranet network is connected to the Internet, the Intranet will reside behind a firewall to ensure security.


  • Internet is a wide network of computers and is available to all.
  • Internet contains a large number of intranets.
  • Visitor traffic is unlimited.
  • Internet contains various source of information.
  • Internet has commercial potential, that is, you can generate income from the internet


  • Intranet is a network of computers designed for a specific group of users.
  • Intranet can be accessed from Internet with restrictions.
  • Number of users is limited.
  • Traffic allowed is limited.
  • Intranet contains group specific information.
  • Intranet is a relatively safer network.

Internet and the Intranet — both are important for an organization. The Internet helps businesses by creating opportunities for networking, information retrieval, communications, marketing, sales etc. The Intranet help an organization’s digital internal communications needs. It also provides a secure space for storing, accessing and developing electronic materials.

Tosha EDU-PEARL application is school/school administration framework programming meant to make managerial works of educational organizations less demanding. Utilizing this product you will have the capacity to deal with all the everyday elements of your establishment in an exhaustive way.

It is easy to understand and simple to learn. This application is intended for effectively overseeing school works from multiple points of view. Showing resources can inform understudies and sort out classes on the web. They can use this product to stay in contact with their understudies. With the assistance of this product, guardians can screen their youngsters' scholastic and additional curricular execution, as every one of the guardians have a central concern whether their kids are performing appropriately in school or not. This product will refresh guardians of their youngsters' reputation so they can counsel with educators about what to do next.

This system helps an education institution to become compliant with nationally acknowledged best practices for the education sector. It is developed with significant domain expertise contributed by leading educationists & a team of highly efficient software engineers. This is the only company doing upfront ERP investment in schools. They Provides Hardware + Software + Support, take 100% responsibility of digital transformation, over 95% success rate in ERP implementation. We promise a future up-gradation & continuous support for organization.

How we solve problem through this ERP?

  • No ambiguity as the data is served from central location. Same logic of processing keeps away any such ambiguity.
  • School ERP systems are specially designed for inter module information sharing.Since all modules use the same database and business logic all the modules can interact with each other seamlessly.
  • Generally the data is only accessible only through the software interface in a controlled manner. The server is not in direct access of the users. So critical information is always intact.
  • Backup can be managed centrally with a great ease.
  • Generally similar interfacing approach for all modules. Makes it easy for the top level management to interact.
  • Multiple access point can eliminate physical movement of reports and other data.
  • Routine information issues are generally available with required users without dependency.
  • Runs on common business logic for the institution

We are providing Fully Integrated Solution for School:

Discipline and organizations are the two tenets that form the backbone of any smoothly functioning institution. Nowhere does this hold truer than the controlled chaos that a school is. From managing the cesspool of adolescent emotions of their high school wards to ensuring that not a single ball is dropped on the administrative front, an organized school is a functional one. It is no small responsibility student success is dependent on the seamless running of the systems that nurture them. It is not an easy responsibility, either the number of stakeholders to be managed, and the many small spanners that get thrown in the works, is countless.

Administrators are one of the key stakeholders and often at the forefront of the battle to manage systemic issues or problems that crop that affect the day to day functioning of the school. From the repetitive tasks that can get monotonous to the unexpected issues that crop up, the machinations of an administrative professional task in an educational institution are often invisible. Only when things fall apart are they given any notice and by then it is not to thank them for how hassle free things have been so far. Institutions that want to make the lives of their administrators a little easier would do well to invest in school ERP software. Not only is this piece of education technology a financially sound investment, it institutionalizes processes, reduces labor costs and allows for things to be more universally accessible by moving away from the pen and paper days of yore.

Fragmentation of information can be the downfall of any institution, and school ERP software helps eliminate this loss of valuable knows how. Knowledge transfer becomes fewer people independent and thus less prone to errors.

What are some top level administrative tasks that the right school ERP software could take over today?

Easy Fee Collection

The generation of fee invoices and fee receipts is a time and labor intensive process, especially when one takes into account that different students are in different bands. When one adds in additional fees, scholarships or awards, and waivers or other considerations granted on an individual basis, it can get a little more than complicated. School ERP software like EDU PEARL can help your school administrator set up rules that are personalized to each student or student group. Fee invoices and receipts are generated automatically, and parents have the ability to pay their child fee any time and from anywhere, even on the go through their mobile phones.

Easy Report Cards

Report cards are the first tenable communication between a parent and teacher about their charge school performance. Being able to track student progress over different time periods, for different courses, or for different competencies gives everyone a comprehensive view of how they are doing. School ERP software like they allows students and parents to not only keep continuous track of their coursework and grades but allows rules to be set for how report cards appear to allow teachers to best convey how a student is performing that year.

Easy Student Records

From class notes, coursework, assignments to disciplinary records a student file can start to get quite cumbersome as he progresses through his education. School ERP software allows administrators to maintain vast swathes of information on every student in their school, allowing parents and teachers to keep track of the growth of a child in their school. It ensures that every student received the personalized attention they deserve, but easily at a click of a button instead of being yet another bright mind slipping through the cracks.

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