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The benefits of an integrated financial management system

Most, if not all, institutions would agree that effective management of fee payment is integral to its success. From admissions and registration to graduation, residence facilities or even transport facilities – all activities are reliant on the student being able to pay fees successfully and the institution being able to invoice and receive fees.

This process also needs to run smoothly, as even the smallest error can affect the school’s balance sheet and impact the university or college’s reputation negatively.

But fee management entails more than receiving payments and generating invoices. It also includes record-keeping, backdating of receipts, cancelling transactions and requesting payments. A student fee management system streamlines this process. It saves time and resources, but most importantly minimizes human error.

Here are some of the benefits of using a student fee management system.

An integrated fee management system

A high-quality student management system would usually come with an integrated fee management system. This gives your institution the facility to set up a complete fee structure according to each relevant student category, course or service requirement. This system also enables you to collect late payments and fines.

Streamlined online transactions

An integrated payment gateway allows students to submit their fees online without hassle. Online transactions also have the benefit of keeping a record of each transaction. It also allows you to generate reports with all relevant details of the transaction, and access to this information at any time.

Invoice Generation and Bill Reports

Generate invoices for each and every transaction, regardless of the type of payment, without fuss. Some student management systems also allow for customized invoicing within various categories. And this would allow your institution to download a record in PDF or Excel format in bulk. A student information system should also come with accounting software to manage the ledger account.

This streamlined accounting system reduces tedious manual tasks, saving time and resources.

A central point for all finances

An institution collects fees for various services and products. For admission, exams, registration, scholarship money, residence fees, library fees and so forth. With the correct student management system, these tasks can all be performed within one platform. This makes fee management operation simple, smooth and fast.

Specify discounts

A student management system allows you to set up relevant discounts for students. Whether itis a fixed percentage on all fees or an ad-hoc discount. Once set up, the system will allow for this discount without manual intervention needed. The system can also generate a separate report based on the category assigned to the discount.

Oversight and insight

The centralized system that comes with integrated fee management empowers your institution with full oversight and insight overall transactions. You can also give access to other departments for specified transactions. You can view and generate reports from the financial database quickly and easily. Some systems even allow you to hold documents should a student have any outstanding fees on his/her account. And view payment records of students within chosen categories.

Choose wisely

A student management system automates finance management. This helps simplify and streamline the complex and tedious operations of fee management. Contact us for advice on choosing a student management system that will speak to your pain areas and enable your institution to reach new heights. Or visit www.academia.eiffelcorp.co.za for more information.

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UP launches its multifaceted mobile app

It is with great excitement that we share that the University of Pretoria has launched its new mobile app. Built using Modo Campus, the app provides valuable features for both staff, students, alumni and visitors alike – using different profiles relevant to users.

The design crossover layout, known as Mondrian design, was used to ensure optimal use of the mobile screen for the various profile layouts. The interface is scalable, creating a consistent experience on all mobile devices. The design and features are a result of an inclusive process, following a survey with students and staff conducted in 2018.

An app for all users, it provides accessibility to visually challenged users, through its text-to-speech capabilities. Users are also able to add favourites to their home screen, adjust settings or even customise their navigation experience for their profile. There is a secure, single sign-on, required for any feature that involves accessing institutional, systems or information.

For UP staff, self-service functionality will allow them to access personal information such as leave days and salary slips. Current news, events and even social feeds are also visible on the screen, easily accessed via a scrollable tile layout. Users can even read their varsity newsletter, Tukkievaria, via a single tile/icon. Other features include parking disc management and password reset.

The students at UP will be able to access their clickUP, timetables, library services and find information on study options at UP. They also access other important documentation and communications. To help new students orientate themselves, the app will allow them to search for UP campus maps for buildings, find lecture halls and entrances, various points of access, directions to residences and other key map info.

For past graduates, the app will offer UP Alumni services and benefits provided via their Alumni profile. Keeping them connected with both the University and other alumni, these app users will now be able to receive updates on UP, alumni clubs and events, and other information.

And the UP app will allow visitors to navigate their way through UP campus walkways and/or driveways via Google Maps. They can also find information on where to stay and places to visit, what to see and where to eat on campus. The app allows them to access campus information, including info on institutes and centres, study information

Are you a staff member, student or alumni member of UP? Or planning to visit UP in the near future?

Follow the steps below to get the app:

  1. Visit Google Play Store or Apple iStore and download ‘UP mobile app’.
  2. Install the app on your mobile device.
  3. Select the profile relevant to you and start enjoying the features available.

The University will be adding add-on features soon.  UP welcomes all ideas and feedback on upmobapp@up.ac.za.

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Empower Educators through Technology

In large sectors like the Education Sector, decision-making must be driven by data. Software like Academia SIS supports a flow of data that is easily accessible and can be analysed to increase the accuracy of decision-making.

A Student Information System like Academia provides automation solutions for universities, colleges, schools and training institutions. In practise, this means solutions that are flexible, comprehensive and scalable. What makes Academia unique, is that it configures to automate an entire student management system based on an individual institution’s needs and requirements. Data is accessible through adaptive dashboards and reporting, empowering all staff to make decisions based on interpreted data. In essence, it brings data together, for those who have the knowledge not only to analyse existing data but predict trends too. If knowledge is power, then decisions based on interpreted data is the ultimate empowerment of your institution’s management team.

Of course, this is only one of the benefits of implementing an SIS. Other benefits include:

  • Better communication and collaboration amongst stakeholders
  • Increased efficiency
  • Real-time data for parents, teachers and students
  • Streamlined information and data sharing
  • Automated reporting
  • Analytical capabilities
  • Access to information from anywhere and any time

Technology empowering educators

Communication and collaboration between staff are key to a successful institutional management structure. The perception is that technology can disconnect individuals, but if the correct technology is applied effectively, it can help improve communication and increase connectivity.

How?

A SIS offers a centralised dashboard, managing the daily work-flow of institutions. All administrative processes are also automated, and information sharing becomes simple – accessible with a click of a button. The system also generates automated reports, which means less time spent on manual reporting, leaving employees with more time to connect with each other.

With tertiary institutions becoming increasingly complex to manage, the implementation of a SIS has become the mainstream solution. It makes sense, as the flow of data at these institutions increases, an efficient system is vital to ensure accurate tracking and interpretation and ultimately informed decision-making.

Interested? Contact us for a free demo and learn how your institution can empower Educators through Technology. Or visit our website for more information. Also, read how Stellenbosch University is benefiting from this system.

Article adapted from Academia ERP.

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How to drive engagement through a unified mobile campus app

Technology is moving faster than ever, changing all the time. One of the challenges that come with these changes is, how do institutions successfully reach their students. What we do know is students across the globe are all using mobile devices. And they access most of their information via their mobile device. It therefore only makes sense to start here. In fact, 70% of South Africans have access to mobile phones. So how do you make a student’s life better at higher education institutions? Communication and easy access to information relevant to them would be key.

The challenge of communication

Past experiences have taught us that mobile apps bring information to students but can also bring confusion. If not planned carefully, various departments or faculties often develop apps for administrative or management purposes. The result and the problem is that there are numerous apps for different functions, leading to scattered functionality and non-user-friendly experiences for students. Consequently, they end up not serving their purpose of communication, well.

The solution

What if there was a solution that unifies various functions all in one app – a unified mobile campus app? Modo Campus offers this solution. It gives you the platform to build an app that is designed by your institution, that pulls all information and functions of multiple apps into one platform. The best part is that it is not about reinventing information and functions, but rather pulling all existing information portals to one central point where the student can access it, and where the institution can send their communication to.

The solution offers a:

  • A unified mobile campus app – all the information a student needs about their studies and campus in one place.
  • Engaging student experiences – share information on campaigns, causes or drives, built specifically for your campus, faculty or residence
  • Events, from new student orientation to graduation – develop content on a platform with all the information pertaining to a specific event, or even student orientation, in one place.

Is it difficult to use?

The goal of Modo Campus was to transform the ‘digital campus experience’ through mobile engagement. Modo is a no-code mobile app platform. This means no coding skills are required for you to build your institution’s app. Besides being easy to use, it also easily integrates with an unlimited amount of existing and legacy systems. The experience offered includes communication, engagement, analytics and optimisation. It offers all the technical aspects you would expect of a mobile app solution, without needing the technical skills.

Create a personalised digital campus

The platform allows for several modules, including out-of-the-box modules. If you can think it, you are almost sure to be able to build it with Modo Campus. It is also scalable, and the app can be customised to suit the relevant campuses’ needs.  Modo Communicate also gives you the functionality to broadcast messages via your app, reaching your students with personal targeted messages, giving them opt-in subscription access to information and even delegate or approve workflow via the app.

Insights

Data empowers you to make informed decisions and to improve the way your institution operates. Using Modo analyse, you have access to data that shows you how your app is doing and how to adapt the user experience to ensure it benefits students and of course staff and faculty.

The result?

Experience shows that a personalised, unified campus mobile app dramatically increases student engagement on campus – leading to a happier student, happier staff and overall better student retainment.

Interested? Please watch our recent webinar for more insights on the unified mobile campus app solution offered by Modo Labs.

Presented by Matt Willmore – Director of Product Management at Modo Labs.

Or book a free demo with us today.

 

 

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Managing student safety and mental health in South Africa

“1 in 4 varsity students have been diagnosed with depression.” Parent24, 10 October 2018

“Courts let Rhodes University lecturer off sexual harassment hook” SowetanLIVE, 22 January 2019

“Alarming that safety on campus for students remains elusive.” SowetanLIVE, 11 Feb 2019

“47 rapes on SA campuses last year; varsities to take action.”  Independent Online, 14 October 2018

 

These are just a few of the headlines that featured in the news in 2018 and early 2019. While registrations are almost nearing an end, the new academic year in 2019 has not been uneventful for tertiary institutions. Protests were rife across South African universities, colleges and TVET colleges – ranging from demonstrations about registration and fees to lack of adequate accommodation. Shockingly, one student died during this time, allegedly at the hand of campus security.  Currently, the safety of students in South Africa is questionable.

While our education sector has gone through many changes over the past two decades, challenges of managing security and mental health on campuses are on the increase. At the same time, institutions are increasingly pressurised to abide by legislation under the Occupational Health and Safety Act 85 of 1993 (OHS) and related legislation. Under this act, institutions must guarantee an environment that is safe and without risk to the health and safety of the higher institution community. The diverse challenges that come with health and safety, specifically mental health and violence, along with the increasing pressure to create a safe environment for students call for an urgent solution to manage these issues.

Advocate by Symplicity offers a solution that guides these processes, helping institutions manage events as they happen while tracking student behaviour data could help prevent possible incidents. The system allows relevant staff to track student complaints and their well-being. Through providing a safe and secure space where students can complain or report incidents, as well as a process to manage these complaints, Advocate promotes a general sense of safety on campus. Insights into student behaviour through data available also means relevant staff could intervene when a student is going through a tough time. And through early intervention, the system allows for action before an incident takes place – avoiding the emotional impact as well as the reputational and financial implications of incidents.

While this may sound great in principle, it is important to understand the actual implementation and integration of this system into an institution’s existing processes and systems. Our recent webinar hosted by Symplicity Advocate, demonstrates this system in action. You are welcome to watch this introduction to Symplicity Advocate here or book a customised demo with us – or simply reach out for more information.

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Simplify and increase the efficiency of registration – Academia SIS

As February comes to an end, there is some extent of relief for the staff of administration in Higher Education institutions. Students should, by now, be registered and finding their feet around their new schedules and campus environment. But did registration and all the management processes that go with it, run smoothly?

There is no downplaying the level of management that is required when it comes to registration and student admissions. In South Africa, we have our own set of challenges. The reality is, the more efficient the registration process, the less stressful or taxing it will be for both institutions and students. Of course, the nature of admissions and registrations entails labour intensive processes with many extensive parts to be considered. Students rarely stick to their original module choices, their personal data must be double checked, academic history, as well as financial aspects all, fall within this process. While a solution that simplifies this process seems impossible, there is a viable one available that simplifies automation and increases the efficiency of student admission and registration management. Here is how.

A solution in the form of a Student Information System allows the automation of an institutions management system. While it speaks to every part of the student lifecycle, it by no means neglects any part of it. It offers a complete solution for each step or phase of a student’s time at the institution – including admissions and registrations. Academia SIS has a module that handles registration and admissions processes for both new and existing students. This module allows members of staff to supervise the admission and registration process of all students, and stores all relevant information associated with them, in their profiles. This would include their family details; previous schooling information; academic records; birth certificates; financials (who is responsible for accounts); blood group; physical details; vaccination details; conduct/behaviour; identity photographs and many more details. Aside from linking all personal information to a profile, your institution can also keep track of all fees paid, assign a course or class to them, along with their student number.

Of course, student registration goes hand in hand with student admissions, which is a module to be discussed its own.

Interested in to find how your registration process could be improved? Contact us for a demo.

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Equip leaders for the future with Turnitin

While Turnitin is a familiar anti-plagiarism tool within the tertiary education sector, it also has its role to play within secondary education. Using Turnitin at this level helps to cultivate literacy skills in learners, while providing the necessary tools that support best practice. In essence, Turnitin sets learners up for success in school and beyond. Bishops Diocesan College recently implemented Turnitin at their school. We checked in with them to learn how Turnitin is helping to equip leaders for the future.

Bishops ICT Programme

A few years ago, Bishops  College adopted a one-on-one laptop programme. This involves Grades 9 through to 12, where each boy is required to bring a working laptop to class daily. All users have access to a robust network and wifi for internet access. The boys also have access to all teaching content and resources through a customised LMS.

Why implement Turnitin

Turnitin was implemented into the school’s ICT Programme to address the frequency of internal plagiarism amongst the boys, i.e. copying assignments from one year to the next and across classes. Bishops is rolling implementation out in phases.  The initial focus involves concentrating on Grades 10 to 12, specifically in Life Orientation and Business Studies.

Features and benefits of Turnitin

The school is using Turnitin to educate Bishop’s boys about plagiarism. Teachers guide them on how Turnitin can be used to generate similarity reports while teaching them the necessary skills to cite their assignments correctly. Alongside this, the programme is guiding them through research processes, internet research skills, and the ethics around plagiarism.

Feedback from Bishops

“We are about to get our Grade 12 boys to submit their final LO assignments through Turnitin and have no doubt that the benefits of Turnitin will become very apparent to both boys and teachers alike. We believe that we would be doing our boys an injustice by not introducing them to Turnitin before university and feel obliged to equip them properly for their tertiary education.”

Ultimately, Turnitin is about more than plagiarism. Through a process of constant feedback, Turnitin helps improve writing skills, while fostering critical thinking skills and creative writing skills. As a result, students gain confidence in their authentic writing style, equipping them for their future.

Find out more here.

 

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Are our schools preparing our learners for the Fourth Industrial Revolution?

The 1st of December marks the start of a quick countdown to the end of the year. For the Matrics of 2018, it also means the start of a new beginning. As Matric exam papers are being marked, many are waiting for the results to see where the next year will take them. While others already know where and what they will be studying, barring a big dip in their marks, many have no idea what they will do tomorrow. But the burning question is, are the learners of today prepared for what their future holds? Have they learnt the necessary skills to be prepared for the 4th Industrial revolution and the new skills and challenges the workplace would bring?

Key to the 4th Industrial Revolution is the reality that the youth of today will no longer start a career path and grow in one role. In fact, futurists predict that roles will change regularly. With automation and robotics redefining the need for humans in the workplace, individuals will have to adjust and find manners to be of value – in ways that machines cannot.

Graham Brown-Martin, the author of Learning {Re}imagined, explains that there are three key areas where humans are, and always will be, superior to machines. These key characteristics include creative endeavours, social interaction and physical dexterity & mobility. The question, therefore, is whether our schools are preparing our youth to apply these key characteristics in the workplace one day, along with the digital skills needed to face the future. This seems far removed from the rigid schooling system where the testing of knowledge is based on one-way learning and repetition.

According to Glenn Gillis, MD of Sea Monster, our schools have been using the right buzzwords when it comes to preparing South Africa for the Fourth Industrial Revolution.  But in reality, where a large percentage of schools do not even have access to basic sanitary facilities, it is difficult to see how these schools will have the tools to achieve what is needed.

It is quite evident that great changes are needed to improve our Education system so that we can have learners who leave matric with the skills they need to face the future. Starting with bridging the gap between schools, but even more so changing perspectives on what teaching means.

As Mr Gillis explains, it is teaching and learning that is unique to humans too. It is the personal nature of the interaction between teacher and learner – where a teacher can speak to a learner’s talents, encourage his/her strengths and skills and adjust to a learner’s unique learning needs. In his book Future Shock (1970), Alvin Toffler states that, “The illiterate of the 21st century will not be those who cannot read and write, but those who cannot learn, unlearn, and relearn”.

Perhaps what we need to understand most of the role our schools need to play in preparing learners for the future, is the importance of developing their emotional intelligence. Shaping their minds to understand how to acquire new skills and apply these skills, how to solve problems creatively and how to unlearn or relearn when they need to.

Sources:

https://www.weforum.org/about/jobs-and-the-fourth-industrial-revolution

https://medium.com/learning-re-imagined/education-and-the-fourth-industrial-revolution-cd6bcd7256a3

https://www.dailymaverick.co.za/opinionista/2018-11-26-sas-education-system-needs-a-radical-overhaul-for-the-fourth-industrial-revolution/?utm_source=homepagify

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How dashboards help you – one decision at a time

In the 2020’s data is worth gold. Data is the key to making informed decisions, instead of going with your gut only, we now have statistics and information that can guide our most important goals and plans for the future. This is especially true for higher education institutions. But data is only valuable when analysed. Otherwise, it is just a series of meaningless numbers and letters.

So why do some institutions still not harness the data they collect to make the most optimal decisions? The answer is simple – processes! No matter how seamlessly data is collected, if information systems do not have processes that automate data interpretation, analytics and reporting remains cumbersome and often avoided or reduced to underwhelming results. This is where dashboards come in…they literally can help you one decision at a time.

Dashboards are nothing more than data visualisation tools. But when customised and configured to show the data, metrics or Key Performance Indicators you need, they become so much more!

One source

Dashboards combine all data into one source of information.  Rather than trying to pull up information from 100s of different exported spreadsheets, with the right information system and dashboard you have the ability to integrate different data sheets and analyse trends. What this means in practice, is that compiling reports has suddenly become easier and more efficient at the same time. Looking through high volumes of data on spreadsheets and trying to find trends to report on could take months, but now you can use dashboards to pull together information and spot trends within a shorter space of time.

On real-time

Dashboards do not have to wait for you to instruct on pulling reports. You can schedule for daily reports to be compiled and visualise data for you. Regular reports mean you stay in touch with real-time information. This not only saves you time but minimises the chance for human error when it comes to making decisions.

It’s in the details

With spreadsheets, it is challenging to set up filters so that you can effectively drill down to underlying information. With layers and layers of complex data, you may be relieved to find that dashboards can work from one detailed layer at a time. Choose how much detail you want to see at a time and pinpoint if and why any data looks strange.

In short, if your institution has evolved to using Information Management Systems, but you do not have configurable dashboards that help you visualise your information – it is time to change. No matter what system you are using, dashboards could save you time, money and ultimately can make the difference in how accurately you interpret and apply the data at hand.

Academia SIS offers a Student Information System with dynamic, adaptable dashboards that can be configured to suit your analytic needs.

Contact us for innovative technological solutions that enable your institution to excel.

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How to streamline your examination processes

Exams are stressful for students! But probably even more so for lecturers and staff members.  For examinations to run smoothly, there are processes that need to be followed. Several channels of communication are pulled into these processes, and ultimately, there should be a central point where these processes are managed. If any of the links in the chain is broken, examinations will be disrupted. An automated examination process can streamline examination management, ensuring efficient processes.

Student Information Systems like Academia SIS, offer an examination module that covers all the activities relevant to examination management. It covers the enrollment process, examination forms, eases the processing of results and even prints out certificates. With analytical features, the examination module also generates statistical reports. The module helps with setting up an exam table too and allows for the creation of test papers and even handles logistics like allocating invigilators to specific exams and venues.

The best part of Academia’s examination module is that it is not an isolated feature. As this is part of the SIS, the module links to the student database, which means it becomes seamless to pull up any information regarding the student. Simply by filling out an identification number on the enrolment form, examination results are directly connected to the student’s profile.

This module offers a  systemic workflow for managing examinations from start to finish. It literally offers help from pre-examination setup to assessment and marks to pulling up different reports.

 

Image Source: Academia ERP – Examination Management Module

When your examination processes are automated, you streamline all functions, saving you time and energy. It also reduces the need to duplicate work and prevents errors. The automation process allows you to monitor a student’s progress more efficiently, which improves learning outcomes. Through simplifying the exam process, there are less manual processes, as well as less paper! And not only is the process simplified, but it is also more secure – with settings that authorise unique users to access certain levels, meaning sensitive information data is protected.

Interested? Contact us for a demo on the Academia’s various modules and learn how this SIS can streamline your processes.

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