Perhaps, you are one of the key decision-makers for your university. And, you definitely wish to get the basics right before investing in a new system. University management system (UMS) or university ERP software automates administrative and non-administrative tasks. It improves reliability, transparency, integrity, and accuracy in records. The software does so by reducing human intervention in various procedures. 

The product proves beneficial for all the stakeholders. The list of benefits is endless. But, let’s focus on some of the crucial features offered by university ERP software.

• Centralized online admission management 

Most prospective students prefer to complete all the admission procedures online. Does your university offer online admission inquiry and entrance exams options to applicants? 

Digitalization expedites the process and eliminates the need to handle applications manually. University ERP admission module stores submitted data and digital documents in cloud-based servers. It also forwards a copy to the data verification and validation team for further action. 

Your enrollment team can set the eligibility criteria for various courses. Form approval/rejection acknowledgments are sent automatically to parents. When guardians pay admission fees, digital receipts are emailed and texted. 

No worries, the UMS supports both choice-based and standard curricula. Thus, the ERP also allows candidates to choose elective subjects.

University management software integrates with many payment gateways. Guardians can make an online payment and receive instant confirmation. Funds get deposited in the institution’s bank account. Records get stored in cloud-based servers. Thus, there’s no scope for manipulation. And auditors, as well as donors, appreciate such transparency.

• Handling HR tasks 

The HR department at every university faced challenges during the last two years. Thankfully, institutions with education ERP had fewer things to worry about. 

The ERP integrates with the attendance system, accounting software, and various payroll solutions. As a result, HR processes can be performed smoothly via a single dashboard. Of course, even a single error in these calculations results in losses. But with the ERP system in place, there is no scope for mistakes in calculations. 

With role-based access to data, there is no question about information mishandling. Your HR team and administrators can access the cloud-based system from any location. 

University ERP can assist in handling:

• Attendance records for students and employees
• Tracking working hours for professors and guest lecturers 
• Managing leaves for administrative and teaching staff
• Calculating deductibles and employee benefits 
• Generating payslips for employees 
• Managing employee database 
• Generating various reports 

• Integration with LMS and other training systems 

Providing training materials and helping students in learning is crucial for universities. The training journey consists of both physical and virtual classroom learning these days. 

University ERP works with learning management systems and other teaching software. So, creating curriculum and question sets for assignments becomes easy. Trainees can appear for online descriptive tests as well as MCQs. Teachers can check answers and communicate feedback to parents using a single software. 

Besides LMS, the ERP works with RFID and biometric attendance systems. Thus, you won’t have to worry about attendance during physical or virtual classrooms. Also, when integrated with remote proctoring platforms, trainers can track every student’s online learning activity. The feature ensures trainees get the best out of their time on the university’s learning portal. 

• A single dashboard to track and analyze data from many sources 

Your team certainly wants data on learning effectiveness, teaching methodologies, student performance, process improvement, and productivity. As university ERP works with BI and HR systems, you can analyze data sets quickly. For example, financial, academic, attendance, and administrative reports get generated within minutes. 

• The best data security measures 

Which security features do you need the most? Triple DES, AES, or RSA data encryption, token-key-based communication, auto audit logs generation, or the feature to set up account lockout threshold? Yes, most university management systems do provide them. Administrators can also set access control lists. 

Cloud-based servers come with a disaster recovery mechanism. Thus, your institution does not lose data no matter what. 

• Closing the communication gap 

Have you ever heard about access-based communication privileges? Most UMS systems do offer so. Administrators can create personal and open communication channels between employees of different departments. 

Yes, the ERP connects with forums, school apps, websites, and email clients. The system even alerts professors about the queries raised by students in forums. 

Simply put, there’s no question of a communication gap between stakeholders. Professors can use a single dashboard to send and receive messages via emails, texts, in-app notifications, etc. 

• Running an institution with the least resources 

The software user interface offers a self-explanatory control panel. As a result, even staff without technical know-how can handle operations with ease. 

Promoting simplicity and reducing complexity can help manage the institution with the least resources. Existing human resources can focus on important tasks instead of repetitive work.

Bills for stationery, files, folders, papers, and auditors alone can save a fortune. No doubt. The organization can save money in the long run. Plus, organizations that automate repetitive tasks tend to retain talent longer.

The concluding note: 

As a trainee, will you choose an online admission process or an offline one? Students prefer institutions that have the latest technologies to ease learning and administration. Upgrading university operations is the key to success in 2022 and the years ahead. Failing to do so can impact your institution’s image. The one-time investment is undoubtedly worth it. Choose an experienced ERP campus vendor to simplify the migration and integration.