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TECHNICAL & COMMERCIAL

PROPOSAL

For

Educational Institution


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INDEX

Sr.

N

o.

Content Page

No.

I Problem Overview 1II Project Scope 2III Solution 2IV Modules 3

1. Admission 32. Fees 43. Exam Management 44. Time Table 55. Attendance 56. Library Management 5

7. Academic Progress Management 68. Accounts & Assert Management 79. Store 710. Sub Store 811. Laboratory Management 812. Hostel Management 813. Human Resource 914. Payroll 915. Event Management 1016. KIOSK 1017. Administration 10

18. Property Management 1119. Scholarship 1120. Quality Assurance 1121. Training & Placement 1222. User Authentication 1223. Web Portal 12

V Architecture 13VI Technical Solution Diagram 14VII Salient Features 15VIII Hardware Requirement 16IX FAQs 17

X Commercial Proposal 18XI Terms & Condition 20

Technical Proposal


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The proposed integrated educational ERP is for an

Automation of College Name which provides connectivity

to all Institutes & its various Departments to come under on

umbrella so that management can monitor & review all-

important activities of the colleges & take fast & accurate

decisions.

The total solution will consist of various modules &

philosophy of developments is as below.

1) Problem Overview

Every year, thousands for students enter in each Institute

which requires a lot of administrator & staff work. It needs

setting up of many departments with specific function to

carry out daily activity for students & staff. Now in order to

manage all work communication between various

departments becomes essential and it requires lot of paper

documentation work. But there are some risks and

inconveniences to keep the files in paper form, such as

A. Human Labor

B. Access Constraints

C. Risk of loss

D. Paper files require significant storage space

To address the difficult described above, management not

only wants to integrate all their departments in variousinstitutes but also connect all Institutes. They also want to

automate their departmental work for better efficiency &

faster approach for quick disposal of important task. This

approach can be beneficial for our client in many ways.


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For better communication & information between

various departments.

Easy reports on all-important matter like fee

collection; daily attendance, daily expenditures & budget

etc will be available to management.

Paper files can be store in an electronic format. These

files can be easily reached online for administrative

inspection & management review.

Misplacement of documents can be avoided.

Functioning of all Institutes can be streamlined.

2) Project Scope

The scope of the project is to provides connectivity to all

departments (like Accountant, Store, Admission, Fees,

Exam etc) an single Institute and connect all institutes of

Institute Name Via Web Portal, so that management can

monitor & review all important reports related to different

institute by sitting at their places at the touch of One

button.

The goal of the project includes, integrate all Institutes via

Web Application & enhance the current Institutes System to

be useful, convenient, accurate, efficient system that can

provides on line access to management, staff & other

administrative staff.

Besides providing solution to the difficulties specified

above, the enhanced system will also provides the

following benefits-

Eliminate the duplication of work


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Enhance the quality through proper academic

progress management & provides several of it at the

touch of one button.

Enhance the functionality of the Institute systems &

give the whole picture & profile through display of

Reports

Paperless office work.

3) Solution

College Automation System is an ERP software solution,

which provides connectivity to all departments (likeAccountant, Store, Admission, Fees, Exam etc) a single

Institute so that management can monitor and review all-

important activity of the Institute.

Example:

During admission process a PRN i.e. Permanent

Registration Number is provided to each student, which

becomes the unique identity of the students. This PRN willreflect all the information of the Student whenever

required. Once the data is stored in the computer, it is

reflected in all the modules automatically. This fulfills the

goal of seamless integration of all the information & makes

the routine work much easier & interesting.


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4) Modules

1. Admission 13. HR

2. Fee Structure 14. Payroll

3. Exam Management 15. Event

Management

4. Time Table 16. KIOSK

5. Attendance 17.

Administration

6. Library Management System 18. Property

Management7. Academic Progress Management 19. Scholarship

8. Account/ Assert management 20. Quality

assurance

9. Stores 21. Training and

Placement

10. Sub Store 22. User Authentication

11. Laboratory Management 23. Web Portal

12. Hostel Management

Brief Details of Each Module


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1. Admission

This module takes care of the admission process of

students to various classes. The process includes short and

detail entry of students. This module also has facility to

shift student from one class together by using PRN. This

module can issue various students certificate like TC, Bona-

fide and Character Certificate in fraction of a second. This

module also has the facility to pre-admission process of

entire management.

REPORTS Caste Wise Report Subject Detail Report

Caste Category Wise

Report Fee Category Detail

Sports Quota Report Admission Cancellation

Details

Medium Wise Report Class Wise Report

Faculty Wise Report TC, Bona-Fide And Character

Certificate

2. Fees

This module transforms the tedious fees collection process

to a simplified form. This makes the process faster,

Systematic and more accurate. This module also provides

the facility to collect fees from the students in the

installments. A total fee of the student is calculatedaccording his class, fees category & subjects taken by him

along with the facility of refund &concession. Previous

years fees balance is carry forwarded to current years fee

status. This module is fully integrated with the user


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authentication & the log of every entry is recorded in

system.

REPORTS

3.Exam Management

Before examination all the students need to fill up the

examination form. This process is automated in this

module. The precise number of students along with theirsubjects can be reported to the Board/ University. This

module take care of entire examination process like hall

management, seat number sticker printing, appointment of

invigilator etc. it generates various types of reports

required by the management and academic bodies.

Head wise fees collection report. Class wise fees

collection report.

Category wise fees collection

report.

Fees concession

report.

Daily fees collection report. User wise fees

collection report.

Previous year fees balance report

& many more.


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REPORTS

Annual result sheet-

comprising tutorials and term

reports.

Annual result reports to th

concern authorities.

Various time table reports. Exam attendance reports

Seating arrangements. Class wise exam timetabl

Annual mark sheet for

individual student.

Teacher wise percentage

result reports.

Students Merit list (Division

wise).

Subject wise attendance

report.

Supplementary copy details. Subject wise percentage

result reports.

4. Time Table

There are three types of Time Tables:

1. Master timetable for the institute.

2. For students i.e. class wise timetable.

3. For faculties.4. The complete institutes time table will be on system

and all faculties can have a look at the individual

timetable. Management can view and approve the

timetable instantly. Timetable module is integrated

with the Academic Progress Management module

along with student Attendance module & further it is

connected to the Exam module to analyze the result &

to find the root cause of the failure if any.

REPORTS

Class wise general timetable.


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Faculty wise time table.

Subject wise timetable for faculties.

5. Attendance

This module deals with the student & staff attendance in a

systematic way. Faculties would be able to mark the

attendance of students as soon as the class is over. The

management can monitor entire process though

attendance reports. This module has the compatibility with

latest technologies such as RFID & Biometric technology for

marking the attendance.

REPORTS

Students Daily

Attendance.

Student wise Daily

Attendance.

Previous month Daily

Attendance.

Monthly Attendance.

Yearly Attendance Graphical Report of

Yearly Attendance.

6. Library Management


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1. Registration: For registration and keeping record of

issue of books, fees, fines, over dues, etc. Cataloging of

books provided with robust searching facilities and

multiple copy records.

2.Circulation: Complete management of book issues,

returns & renewals.

3.Acquisition: Manages order processing of books from

requisition for purchase to invoice. This module also

provides facility of multilingual entries.

Benefits to library members

Account: Detail account information for a library

member.

Issues: Details of all books issued to the member,

current as well as past.

Reservations: Allows a member to view book reserved

by him. He can also check the current status of his

reservations, and probable dates of issue.

Fines: List of unpaid & paid fines along with the

related issue details.

Search books: Use an easy search to browse the books by

author names, subject or book titles. Very comprehensive

search module (OPAC) for browsing through huge book

database identity book using different parameters, reserve

or hire the books.

SUB MODULES

Budgeting. Online Public Access

Catalog (OPAC) search.


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Purchase

Procedure.

Journal & Magazine.

Accession &

Bin allotment.

Reference module.

Issue &

Booking.

Book Binding module.

Return & Fine

collection.

REPORTS

Language report. Issues register report.

Book type. Receipts register

report.

Item. On demand register.

Book categories. Acquisitions register.

Vendor. Book inventory.

Member. Lost/damage.

Library card issue. Language wise book

report.

Book reservation. Subject wise bookreport.

Magazine types

report.

Magazine detail report.

Author wise report. Timetable. Fine

register.

7. Academic Progress Management


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This module deals with academic progress of the students

as well as the teaching staff. Here the faculty can design

the syllabus as well as teaching schedule. Students can

avail this facility to monitor the schedule of learning. As

this module is integrated with timetable, Attendance &

Exam module that helps management to keep proper

tracks of the students academic progress. Faculty can

also design tests and tutorials for the students. This also

keeps track of the academic progress of the faculties

including seminars, paper presentations, refresher

courses, any high education etc.

REPORTS

Total syllabus. Graphical representation for

management.

Date wise taught

syllabus.

Date wise report of the

class.

Teacher wise

repots.

Academic progress of class.

Academic progress of the faculty staff.

8. Accounts/ Asset Management

This module simplifies the entire accounts managing

process by providing systematic and user-friendly software

solution. This includes all account related transactions in

simpler and easier way. All the account related data from

various departments get automatically merged into this

module, e.g. store sends information about goods to

account for release of funds along with other related data.

REPORTS

Profit and loss Budget and Supplementary


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accounts. Budgets.

Day Book. Cheque issue registers.

Account Books. List of refund Voucher (Class/

Category wise).

AssetManagement.

Costing and Budget.

Trial Balance. Costing and Budget.

Balance Sheet. Bill issue register

9. Store

This is very important module, which covers entire process

of purchase and inventory management of all the

departments through sub-store module to centralize

requisitions procurement & allocation process. All

processes like requisition; approval, comparative

statement, rejection & allocation will be done online.

REPORTS

Vendors Quotation. Stock registers.

Department wise

requisition.

Dead stock reports.

Rate comparative

statement.

Approval reports.

Department report. Goods inward/outwar

registers.

Purchase order form

(one copy for account &

one for store).

Requisition rejection reports.

Critical inventory reports like minimum order quantity,

maximum order quantity, danger level quantity & reorder level

quantity, etc.


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10. Sub Store

All the departments of the college are considered as sub

store. This will be internally connected to the main store.

All the requisitions sent by the sub store are reflected in

store & vice versa. Inter store & intra store activities are

also provided. All requisitions are tracked for issue or

approval.

REPORTS

Inward material report. Outward material report.

Department wise requisition.

Dead stock report

Approval report & Stock report.

11. Laboratory Management

This module will take care of the equipments/facilities in

laboratory, the time table of various practical batches that

can be conducted, tracking of any breakage/ damage of

instruments will become very simple. All the dues & fines of

the students will be reflected automatically at the fees

counter. No dues process will become much simpler &

stress free.

REPORTS


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Student wise reports.

Batch wise reports.

Breakage reports.

Loss reports.

Lab dues/fine reports.

12. Hostel management

Available rooms in hostels, mess facilities & occupancy will

be shown and monitored by this module. This provides

input to fees collection.

REPORTS

College students

reports.

External students

reports.

Hostel dues/fine

reports.

Guest room charge

reports.

Students guest in-out

reports.

Students in-out

reports.

Graphical reports of

room status.

Attendance reports.

13. Human Resources

This module deals with the staff information right from the

recruitment to retirement. A detail record of each employee

is maintained including his/her appointment letter, service

book record, transfer details & performance reports, etc.


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REPORTS

Appointment letters. Employees personal

information.

Service books. Increment reports.

Transfer details. Promotion/Demotion

reports.

Employee list (cast category

& section wise).

Retirement Projection.

14. Payroll

Payroll module help in maintaining the payment detail of

each employee. This module keeps track of total earningsof an employee, total deduction, if any due to any loan or

any other reason; leave record, increments if any, etc.

REPORTS

Monthly/Yearly pay

sheet of employee.

Salary advance reports.

Leave details. Pay slip summary

category wise.

Daily attendance

reports.

Festival advance.

Salary calculation rules. Fine reports.

Supplementary

billheads.

Bank statements.

Income tax reports. Supplementary pay

sheet.

Professional tax report

(F-16A).

Advance statement.

Staff society report. Yearly individual

reports.

Deduction reports. LIC reports.


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15. Event Management

This module deals with timetable of various extra curricular

as well as academic events like annual gathering, sport

meets, guest lectures, etc. It keeps the track record of all

the events like sponsorships, funds & expenses, committee

members guests, etc.

REPORTS

Date wise events. Event wise committee.

Yearly planner. Expenditure reports.

Guest details. Invitee lists.

16. Kiosks

This is a module designed for touch screen PC. It gives

information about college such as courses, fees structure,

library information, students attendance, fees dues if any,

results, events, news, etc. With the help of this module

students & teachers can keep track of the academic

schedules like what topics are being taught, test and

tutorials schedules, etc. any student/visitor can access and

view the specific information from the kiosk.

17. Administration

Goal of paperless office can be achieved with the help of

this module. This module is specially designed to assist

Principal & it takes care of the general management. It


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generates all the reports from each module and can be

approved by the concernedperson online or on hard copy.

The reports can be sent to any concerned body. This

module also has the facility of internal mailing.

REPORTS

Circular &

announcements.

Online approval of exam &

its preparation.

Institution diary. Online approval of

requisition & purchase.

Document management

system.

Online approval for leaves.

Online approval for

appointment letter.

18. Property Management

This module will give information about the total space

occupied by organization building, open space, garden,

plans of various buildings with date of construction, usagedetails, etc. This module stores latest photographs and

maps of all estate sections.

REPORTS

Movable property. Immovable property.

Open space. Graphical report of

occupied space

Property rent reports. Detail building reports.

Graphical reports of

open space.

FSI unused/used.

19. Scholarship


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This module will handle the entire scholarship related

matters. Systematic transactions will help in maintaining

complete data and record by defining various categories for

the scholarship.

REPORTS

Caste scholarships. GOI & free ships.

Merit scholarships. Physically handicapped

scholarships.

Caste wise reports. Scholarship distribution

reports.

20. Quality Assurance

This will help the college to maintain update records as

required for the N.A.A.C. / N.B.A. various reports required

for assessment & grading can be generated.

REPORTS

College results. Campus beautification.

Academic progress

of teacher.

Account status.

Annual parents

meet status.

Annual alumni meet status.

Library status. Central store status.

Laboratory status. Canteen status.

Tie-ups with

foreign institutes.

Tie-up with local as well as other

industries for campus recruitment.

21. Training and Placement


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This is an important module through which the product

produced by institution i.e. students will be exposed to

industry. This module has all the lists of industries where

the students have to be sent for summer training and also

to be placed. The training & placement can plan the

campus interview schedule and communicate the same

with the industries.

REPORTS

Lists of students placed year wise, industry wise,

salary wise, designation wise.

List of industries for placement & training.

22. User Authentication

This module is specially designed for the system

administrator. He can create the user and defined their

rights and maintain the complete log of transactions

performed by the users. Backup facility is given in this

module.

REPORTS

Daily log reports.

User wise log.

23. Web Portal

Features


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Student login. Transfer staff.

Parent login. Recruitment drive.

Employee login. Transfer order, registration.

Management login Audit reports.

Employee increment,decrement, transfer with the

reports.

Employee leave list, collegelist with faculty wise strength.

College/School wise results.

Year wise results. Employee attendance

reports.

General body meetings. Stock registers.

Yearly meeting of

executives.

College extra curricular

activities. Daily student strengths. Daily fees calculations.

Daily expenditure. Timetable.

Online suggestions &

complaints.

Academic progress.

Daily college activities. Accounts details.

Architecture

A central information system consisting of:

A knowledge management system.

A central file system.

A central application system.

A departmental information system consisting of:


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A departmental file system.

A departmental database.

A shared database.

A departmental application system.

We also propose 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.

The solution:

The following diagram depicts the essence of the solution

suggested by AMYO. The technical solution suggested by

AMYO based on .NET / SQL 2000 platform with the high-

level architecture shown in the diagram the architecture

has three layers:Presentation layer: This layer enables navigation,

manipulation and translation onto the users desktop.

Application layer: This layer consists of an application

server, web server and a mail server for messaging and

workflow in order to provide a collaborative environment.

Data layer: This layer consists of structured data in the SQL

2000 RDBMS and unstructured documents.

Salient Features


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Technology used Compatibility

Front End RFID Technology

VB.NET Biometric

ASP NET Bar Code

C# .NET

ADO .NET

Back End

SQL Server 2000/ 2005

Oracle 10g

Customer SupportUnique methodology of

Online remote support

24*7 Customer Support Centre

Why AMYO Technology?

Eight-year-old organization with proven track record.


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ISO 9001:2000 Certified Company.

Pursuing CMMi 3 Level Standards.

Expertise in education domain.

Strong technical & financial background.

Advantages of College Automation System

Complete ERP Solution having 24 modules.

All person & departments get connected.

Bring all colleges of the same institution under oneumbrella.

No duplication of work.

Paperless operation.

Highly secured.

Hardware/Software Requirement

Server System


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Sr.No. Hardware Minimum

Requirements

1. Computer Intel or compatible Pentium IV

3.06 or higher.

2. RAM 2GB.

3. Hard Disk Space 900MB on System drive, 4.1

GB installation drive.

4. Operating System Windows 2000, Windows Server

2003 or Windows NT 4.03, 4, 5

5. Monitor 800 X 600, 256 Colors.

Recommended: High Color 16-Bit.6. Pointing Device Microsoft Mouse or Compatible.

7. DVD Writer Required.

8. Software .NET Framework 1.1 with Crystal

Report 8 for .Net or Higher SQL

Server 2000.

9. Network Software Windows XP, Windows 2000,

built-in network Software and

TCP/IP (Included with Windows).Hub, NIC (Network Interface Card)

100 Mbps or higher.

10. Network Printer Best

Resolution HP 1020 or Higher.

Client System

Sr. No. Hardware Minimum

Requirements

1. Computer Intel or compatible Pentium IV

3.06 or higher.


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2. RAM 1 GB.

3. Hard Disk Space 900MB on System drive.

4. Operating System Windows XP, Windows 2000 or

Windows Server 2003.

5. Monitor 800 X 600, 256 Colors.

Recommended: High Color 16-Bit.

6. Pointing Device Microsoft Mouse or Compatible.

7. Software .NET Framework 1.1.

8. Network Software Windows XP, Windows 2000,

built-in network Software and

TCP/IP (Included with Windows).

Hub, NIC (Network Interface Card)

100 Mbps or higher.

9. Network Printer Best Resolution HP 1020 or

Higher.

* This is Minimum Hardware requirement. It may get

changed depending upon workload.

FAQs

Q 1. Do we need a big infra structure and Hardware for

College Automation System?

ANS. No, commonly available P-4 computer with LAN is

sufficient.


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Q 2. Do we need extra staff?

ANS. No, the system is user friendly as we are using the

simplest GUI (Graphical User Interface).

Q 3. What about staff training?

ANS. We provide in depth staff training, till the client is

satisfied. We also provide training manuals to the

clients, which makes the software more user friendly.

Q 4. How long can we expect service support for College

Automation System?

ANS. Life Long.

Q 5. Will the program work as per our desire?

ANS. Yes, we can customize the program to satisfy your

needs.

Q 6. What will be the warranty period?

ANS.One Year warranty from the date of installation. Total

technical support will be provided during this warrantyperiod.

Q 7. Can College Automation System be implemented in

phases to suit the budget?ANS. Yes, we have flexible price structure to suit every

budget. You can also implement the system in phases

and can still enjoy the complete ERP.


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Q 8. What about the confidentiality of College Automation

System?

ANS. The whole operation and information generated is

confidential. Customer decides authority levels for use

of College Automation System. Some can get only

reports, while some can update it also. Top

management can get the overview of all reports of all

modules. Control of user authentication will remain

with the administrator.

Q 9. What about backup

ANS. College Automation System provides full auto backup

facility.

Q 10. Is College Automation System secured?

ANS. 100 %. Breach of security is just impossible for

anybody to misuse the system.

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