Fee implementation

Fees implementation in Fedena

Covering all sections under school management in Fedena was always a priority for us. Out of all modules, fees module is very important at the same time a little challenging considering the complex fees structures followed by different institutions. To incorporate all types to fees structures followed by different institutions worldwide was not an easy task for us equally.  Our product team has worked over the same for a good quality of time to come up with the best, easiest and simplest form of Fees module in Fedena.

However, keeping in mind the correct workflow always help you to achieve a better implementation of fees. Setting up the fees and then scheduling it is always a recommended workflow. But yes, we understand every customers has their own needs and the software workflow cannot be insisted every time.

Fees setup comes in different forms. It can be annual fees set up, semi-annual set up, quarterly setup etc. Let us consolidate all these fees set up as a predefined structure. Usually, such schools divide the annual fees into various installment and then collect the fees. This is quite easy to manage in Fedena as well. For eg: If an institution collects an amount $2000 annually from the students, then it can be split into two $1000 and collect it as semi annual collection or else $500 as quarterly from the students. In such cases, the important point to be kept in mind is the way the Fee particulars are added. If the school has decided it to be a semi annual collection, it should be $1000.

We have also come across some cases where the institution has dynamic fees setup. Some students choose to pay completely in the beginning of academic year, whereas others choose partial payment of fees throughout the year. Fedena is also equipped to deal such use cases. Basically, the admin needs to set up fees for the whole in prior. This will help them to collect the full payment as well as partial payment. The Pay All fees in Fedena always comes into rescue to manage scenarios like this. When the parents comes around to make fees payment irrespective of the exact amount that has to be paid for different collection, the Pay All fees is best option the admin can rely upon.

The provision to select the fees and to change the amount to be made makes it even more user-friendly. The Overall Payment Receipts is the major highlight of this option. To see all the details of the fee payment in one single receipt is the need of almost every school indeed.

The next rare case we have found among our customers is the undefined fees system for the institutions where the fees is different from student-to-student. Many fees implementation has gone wrong when this case comes up because people end up creating a fees particular for each student and scheduling it for each student which makes the list long as well as confusing at the later point. But we always have a better idea to suggest.

The easiest way is to create one master category and under that enter student’s particulars. This will actually reduce the task to half because if you follow this you need to scheduling fees collection for one master category and not every time for every student. Even if you have missed to assign fees for student, the Manage Fee Collection option and Fee Import option are always there to help you. If you have not still gone through these option, click here to know more about the fees import hacks.

The fees implementation can be tricky and having a plan over it will definitely help you make the management in any software. Remember, it’s a bad plan that admits of no modification. Our support team is always ready to suggest you to best implementation. All you need to do is to send your concern at support@fedena.com. Our implementation experts will guide you ahead.

Meanwhile, we are also trying to upgrade the user friendliness of fees system in Fedena. The finance revamp planned later this year would be delivering a better version of fees module including different reports our customers been looking for. We will be revealing more details on the same very soon. Till then, stay tuned!

How to Deal with the Technical Challenges That Face a Modern School or College

Today’s schools and colleges face a wide range of technical challenges that did not exist a decade or two ago. As more technologies are developed and go mainstream, these challenges will continue to increase. However, if you take certain steps and precautions, you can use the latest technologies to their full potential and use them positively in your school or college. Below are some of the ways you can achieve this goal for your school or college.


Training and Education
As technology has advanced and becomes more important in the education system, it’s essential to have staff members who understand these technologies. A wide range of systems is required in a modern school or college, including learning management systems, financial management systems, school and college management systems, and complex technical equipment.

These systems and equipment need to be installed and maintained on a regular basis, so it’s important to hire people who are qualified to work on these systems and equipment. If you already have people doing this work or you want an employee or employees to improve their technical skills, it’s worth your while sending these individuals on a software development masters degree program offered by a university like Maryville University.

The skills they develop and improve while they are on a course like an online MSSD degree will benefit your school or college in many ways and you will have employees who are able to cope with a wide range of technical issues that affect today’s schools and colleges.


Bring in the Experts
Online bullying, promoting your school or college properly online, and other important online issues need to be addressed by the person or people running a school. Unfortunately, many senior staff members in schools and colleges may not be aware of these issues and how to deal with them. If this is the case, you may need to hire a person or people who can consult with you and identify the threats and the opportunities that the internet and the latest technologies present.


Introduce Rules and Regulations
Schools and colleges have always had their own codes of conduct. However, in recent years, it’s become a necessity to introduce even more rules and regulations that govern the way technology is used in a school or college. The use of smartphones and social media has changed the way students interact with each other. A school or college now needs to find ways to control how these technologies are used during school hours.

As more educational technologies are developed, more money and resources are required to purchase and maintain these systems. These are added costs that today’s school or college administrators have to include in their budgets when they sit down to decide how much money they have to spend during the academic year.

The latest technologies are changing most areas of our lives and the education system is one of the areas that are most affected by these developments. If you are running a school or college, you need to know how to deal with the technical challenges you are facing.

parents communication system

Why schools need online parents communication system

In a child’s life teachers and parents, involvement is quite important for their growth and development. As the teachers are a beacon of knowledge, while the parents are a medium to gain wisdom. This partnership is therefore essential in shaping a child’s life for their steady growth, which makes it necessary for their communication to be well synchronized and periodic. The parents track their pupil’s performance and provide valuable feedback to the teachers, which helps them devise means to improve a student’s track record.

Traditionally school would organise a meeting between parents and teachers to discuss a child’s performance and ways to improve it. Due to time constraints, the interaction is cut short and the message is not fully conveyed. The meeting would usually comprise of a discussion of a student’s progress report which would consume most of the time, and the remaining time went in addressing the niceties and other formalities. Sometimes, most parents are unable to attend the meetings due to their prior engagements. To overcome these hurdles and for deeper insight about their child’s activities, every school needs a communication platform. This makes the online parent’s communication system relevant to be housed in school premises.

The below-mentioned reasons highlight how the parent’s communication system helps in better student growth in the classroom:

An examination is a gruelling time for a student, and their parents are nervous about how their child would perform in them. To get accustomed to this tense environment, the parents get notified on their dashboard about the examination schedules and they can accordingly guide their child in preparing for the tests. They can also interact with teachers, to boost their child’s performance by getting assistance on problematic subjects.

Most students try to bunk classes to either look cool in their groups or sometimes just to experience the thrill. But since this can affect their performance, parents often look for ways to track their whereabouts. Using this smart system, the parents can easily view the attendance record of their child.

Fee Management:
For parents fee submission has always been a daunting task, since they mostly have to wait in long queues for several hours. Sometimes due to work timings, most parents don’t get enough time for submitting the fee, in those cases students have to leave their lectures affecting their education. But with the parent communication system, it is easy to submit fee online without getting annoyed with long queues.

For mid term exams, parents are required to sign the report card and therefore they are well informed about the results, which isn’t true for the surprise/mini classroom tests. With the result module available in the system’s dashboard screen, the parents are well-informed about their kid’s strong and weak areas.

With parents communication system, they can easily view the assignments assigned to their children and can assist them in completing the tasks. This creates a stronger bond between children and parents. They can also track the submissions and trace their kid’s performance according to the teacher’s evaluations/comments.

Discussion panel:
It enables a two-way communication between a teacher and the parents, which usually happens either in the case of an emergency or a pre-arranged parents-teacher meeting. But with this system parents and teachers can communicate with each other anytime and from anywhere. They can easily discuss various steps they can take to improve the performance of their wards.

Parents get notified in their news box about the trending activities in schools. They are notified regarding all the upcoming events in the schools and they can prepare their child accordingly. They can also view the availability of all the new facilities, so they can be book in advance.

student management system

Effectively manage student enrollment process using Student Management System

It’s quite exhilarating to start anew when shifting to another school in a whole new environment. Though it is an exciting time to mingle with new classmates making friends, it starts with the first step which is a tedious and exhausting enrollment process. This activity is a hassle for all the parties involved, from student to their parents and all the way to the administrative staff. This complex mechanics of a simple process is exaggerated due to age old practices involving an extensive paperwork. These outdated practices not only create the superfluous workload for the staff but also consumes an inordinate amount of time.

The existing admission process involves various steps including registration, document verification, advance fee submission, and batch allotment. Managing so many domains parallelly is itself quite an inconvenience when you are burdened with other financial aspects of the admission process. The traditional process is not only time consuming for both the parties involved but also involves several interruptions, they can either be in the form of phone calls or other urgent matters at hand. This process, therefore, is quite prone to mistakes which could result in more frequent visits to rectify them. After looking at all these problems, a much needed well-structured platform becomes a necessity to maintain these tasks in a streamlined fashion. The student management system manages all the above-discussed actions, making the enrollment process a smooth experience thereby reducing the carbon footprint to a minimum.

Below mentioned reasons highlight the reasons why the Student Management System has become an effective tool for enrolling into an institute.


In traditional institutions, where the process of registration was still not externalised to online websites, the weight of filling up various forms and keeping track of all the necessary documents was immense. The whole process revolved around making sure there were no fake admissions which therefore as precautionary measures involved practices which sometimes seemed rather strange. Using a wrong coloured pen to fill up your registration form could result in a rejection of the application altogether. But now we are past those painstaking days, and the whole process has become so easy that no longer registration process would leave the applicants in a confounded state.

Student Information

With all the information easily manageable online, the applicants can keep track of their registered information, and incase of any corrections submit them via email correspondence. In case of special notifications like eligibility for a scholarship, the students/parents can get alerts via email/sms which keeps them updated with the trend.

Hostel Allocation

Room allocation has never been easier with effortless hostel fee collection, and detailed choices of available rooms accessible directly in the application. All the various activities and transactions can happen via the application, keeping everybody accountable and well informed in case of late submissions.

Fee Management

Keeping track of payment receipts and the due dates is hard enough when you’re busy with the curriculum as well. So, with the ‘Click to pay’ feature not only it is quite easy to avoid long queues but also keep track of all the payment history and scheduled payments.

student information system

Building agile institutions with a student information system

How a student information system can revolutionize your school

With student populations in our schools growing in size and diversity, the processes that helped manage them have rapidly become outmoded. Expecting to know the details of every student in your school off the top of your head is no longer a feasible ask. Even well into the academic year when most teachers and administrators feel confident in their knowledge about their classrooms, mistakes can be made with an ever-expanding student body. Human memory is fallible, and relying on it to recall student details is unreliable at best and dangerous at worst.

A student information system help addresses these issues. But what are they, exactly? Simply put, student information systems are management information systems that are dedicated to managing student records for educational institutions. They are a one stop shop for students, teachers, administrators, and parents alike to store, maintain, and manage all sorts of student related data. Student information systems help not just with record maintenance but also decision making that affects day to day schooling.

Here are a few ways they do that:

Maintain vast quantities student related information

A robust student information system can really make an administrator’s day markedly less stressful. These platforms help organise all types of student information – from biographical, to classroom related, to financial and administrative records. Administrators are able to nimbly store and quickly access the information they require, which makes issues – such as issuing an attested marks card to sending tuition payment reminders – that much easier to address. Educational administration becomes much smoother with a properly managed student information system.

Improve student communications

A student information system can make schools more accessible. From managing the admissions process to a dashboard that securely and confidentially publishes grades and exam results for each student, a student information system helps improve communication between pupils and their schools. An educational institution can often feel like an overwhelmingly impersonal entity and a pain in the neck to deal with when it comes to accessing information. A good student information system helps mitigates these systemic issues.

Keep track of student life cycles

A student information system can often seem like a recording of the student’s lifetime at an institution. Right from admissions to beyond graduation, a student information system is maintaining an unobtrusive record of every student’s data in a secure platform. Potential students are on-boarded during the admissions process and are dovetailed into the system via online enrollment and class schedules once they are admitted. As a current student, class schedules, absentee records, and a record of student communications are maintained. Even after graduation, a student information system handles class grades and qualifying examinations records that they might mean when applying for higher education or a job. A student information system is a reflection of a student’s lifetime at their school.

Provide increased support to parents

A comprehensive student information system is not a mere maintainer of records for an educational institution. Parents of students have access to information that help them manage their child’s educational lives more easily, in addition to also providing them support in something as small as managing the logistics of ensuring they have a smooth schooling experience. From interfacing with accreditation boards to ensure all official certification comes through smoothly upon graduation to linking up with transport and canteen services that ensure that a student’s safety and health is being looked after, a student information system provides what parents need the most to reassure them that they are doing the best they can be their child – peace of mind.

Education ERP

3 secret tips from Fedena education ERP software

The education ERP software gives a multi-campus resolution. Over a period of time, it is used in education research. There are multiple features that help you in making the work easier such as administration related work, maintaining student fees, library, dashboard, student’s online exams, generating automatic timetable and sending notifications to students, parents via email and SMS and much more.

Fedena is one of the leading education ERP software that is helping the user to make their work easier. It includes the process starting from pre admission of students to managing fee structure to their online examination management. However, the roles provided for the users has to be evenly managed for the necessary actions to be fulfilled. the implementation of Fedena, the user gets confused in the selecting few options. We are here to help you on to solve some of the common confusing terms which many of our customers have encountered.

Default Fedena Dashboard and Data Palette:
Consider a scenario where the user would like to view the daily activities such as birthdays, events, examinations, discussions in the dashboard. In such cases, Fedena consists of the consolidated dashboard known as Data Palette which helps in viewing the activities within the dashlet. The user gets an insight of what all activities are happening in the institution on that day while logging in to his/her account. Also, the user can also switch the dashlet to any other date. To know more about the consolidated dashboard over here.

However, the other dashboard which the institution get by disabling data palette module is a normal dashboard in which the module icons will be visible. This one will be easier for the admin user especially to navigate core modules in fedena rather than surfing it in the menu option.

Accounts panel and School Admin Panel:
The Account panel will act as a key to create and add the fancies to the school. You can refer the Fedena video links to know more about the activities carried within accounts panel. This is the panel where the schools are created, SMS and Email settings, payment gateway settings are done.

However, the School admin panel is where the school details are managed such as student entries, employees entries, exams, timetable etc. The admin panel will act as per the structure of the school and the roles provided for the user. Our support portal will help you in understanding more about configuration and implementation process.

Subject Association and Work Allotment:
Teachers can set the news and information about the curriculum related to their subject areas and links to learning resources. Hence, the subject association will be the basic criteria for an employee to identify the subjects handled and the actions to be carried. This can be set in various situations. When an employee has joined, a subject can be assigned immediately or even when a timetable is created the subject association can be set. Hence, the Fedena has brought 2 different option with name “Subject Association” and “Work Allotment” that does the same job. A user can opt any of the mentioned options to set the subjects. When the comparison between the two option are made the most efficient and preferable option will always be “Work allotment”. This option will allow the user to view the number of classes available for the employees as well the overall Allotment structure of the employees for the batch. This is available within Timetable module where a user can access by following the subsequent:
Breadcrumb, Menu >> Academics >> Timetable >> Work Allotment.

School ERP software

Building Better Schools with School ERP Software

School ERP Software can bring about institutional change
Discipline and organisation are the two tenets that form the backbone of any smoothly functioning institution. Nowhere does this hold more true 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 organised school is a functional one.
It is no small responsibility – student success is dependant 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, are 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’s 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 institutionalises processes, reduces labour 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 know how. Knowledge transfer becomes less person independent and thus less prone to errors.
What are some top level administrative tasks that the right school ERP software could take over today? Here are three that Fedena excels at:
Easy Fee Collection
The generation of fee invoices and fee receipts is a time and labour 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 Fedena can help your school’s administrator’s set up rules that are personalised to each student or student group. Fee invoices and receipts are generated automatically, and parents have the ability to pay their child’s 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’s 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 Fedena 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 classnotes, 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 personalised attention they deserve, but easily – at a click of a button – instead of being yet another bright mind slipping through the cracks.

Discipline module

Importance of discipline module in school management software

Discipline is the key to bring a standardised structure within an institution/organisation. It is not used to refer to just a limited set of people (students, employees etc), but for the institution as a whole. It is a necessary practice to be followed within every organisation to not only bring a structure to their daily working on but also to organise the thoughts and pave the way for the continued growth.
“Discipline must come through liberty … We do not consider an individual disciplined only when he has been rendered as artificially silent as a mute and as immovable as a paralytic. He is an individual annihilated, not disciplined.”

Maria Montessori
As we have talked about the concept of discipline is so important for an organisation, implementing it is a completely different story. The school discipline addresses school-wide, classroom-wide, and individual needs through broad prevention, targeted intervention, and development of self-discipline. In Fedena, there is an enhanced discipline module specifically designed to file disciplinary complaints. This plugin lets the students discuss their problems with their teachers, along with providing the feature for filing a complaint against either a teacher or a student. Schools often respond to disruptive individuals with exclusionary and punitive approaches that have limited value; therefore using this plugin, actions like necessary counselling can also be taken against certain users.
As observed in various educational institutions, the teachers were held responsible for not handling student’s behaviour and discipline. But since the institutions were not well equipped to handle such sensitive cases of disciplinary complaints, teachers had a hard time doing their job properly. After analysing these situations, it was found necessary to include a module targeted specifically to undertake disciplinary actions.
Sometimes there are situations where there is a misuse of power. As we have observed these individuals can misuse the system to harass students. Therefore we decided, the disciplinary actions must not be restricted only to the students but needed to be extended to other individuals as well. The enhanced discipline module helps the users file a complaint against student and lecturers as well.
“Discipline may be considered as a force that prompts individuals or groups to observe the rules, regulations and procedures which are deemed to be necessary for the effective functioning of an organisation”

Richard D. Calhoon

Creating a disciplinary issue:

Open the discipline module under ‘Academics’.
To enter a new complaint, start with a title for the complaint.
The description of the incident reported can then be filled in.
Decide on a suitable date for the trial and select it in the date box.
Search for the student/employee who has registered or wants to register the complaint.
Assign it to the guilty student/employee.
A choice for Jury is also available as different incidents have different processes, some might be big enough for a full discussion.
In this step, you can assign the employees and students who will be responsible for solving the issue.
As a proof/evidence other attachments, like photos, documents etc can also be attached.
Once it has been submitted, the issue will show up on the dashboards of all the people involved, automatically notifying them of the incident and time for trial.

student management software

Student Management Software Improves Student Life

Smoother student experiences made possible with student management software
India’s ballooning population affects the student in multiple ways, but one of the most obvious consequences can be the strain it causes on our educational institutions. The increasing demand for quality education across the board and higher levels of discernment amongst parents seeking the best education for their children have resulted in a rise in the standard of education. This means that the pressure is on from all sides. Educational institutions are expected to deliver more and deliver quickly. It is a necessity with more and more Indians competing on a global scale.
It is easy to get overwhelmed in this pressurised environment. What’s more, it’s easy to lose sight of what really matters – the student – when trying to plug holes in the dam. It is vital to remember that students are not here to just be managed but must enriched. Student management software like Fedena help alleviates this strain on the system. And they are not just useful for administrative functions.
Here are four ways student management software help manage the student experience in an efficient and productive fashion:

Any student will tell you about their middle of the night worry about losing their notes or course material before an exam. Cumbersome file folders and reams of paper are eliminated with student management software which allows students to manage their course material and notes easily and effectively. Having a single source of truth that is accessible anytime and anywhere by the student is one less bit of tension they have to take in their already stressful lives.

Teachers will be very familiar with the phenomena of after class queries from droves of students and having to hold revision or doubt clearing sessions before key exams. Access to this treasure trove of knowledge cannot be replaced by the best textbooks, notes or by alternative sources of advice. Student management software allows pupils to easily communicate with their teachers whether it is to clarify a point missed during class or alley last minute exam fears. In this age of 24/7 communication, schools must not fall behind.

The classic use of student management software has been to better manage administrative tasks for educational institutions. These are the periodic responsibilities of any school that help keep it functioning smoothly. Nowadays, it is what schools seem to spend the most on for the least degree of efficiency. This is not an issue limited to student-administration ties, but also present in administration interactions with parents. Student management software allows parents to easily communicate with their child’s teacher and institution, whether it is to discuss their son’s latest exam scores or to easily and quickly pay school fees from wherever they are. Being able to better manage administrative work allows institutions and teachers alike to focus on what is truly important – their students. Student management softwares alleviate, if not eliminate, a lot of issues that are currently slowing the system down.

The impartment of knowledge is not a one-way street. Research has repeatedly shown that the student experience is enriched by the practical experience, personalisation, and class discussion. These are all, however, are difficult to implement. These are time-consuming and expensive exercises that are the first to fall to the wayside when teachers are attempting to just ensure that their students meet their syllabus requirements before yet another exam. Student management software makes life a little easier for teachers, however. Having a single window option where they can customise course materials to each student and student groups that encourage peer discussion ensures that these valuable experiences are not lost.