Archivist Online vs Excel

A School management software is a set of integrated software that can manage all aspects of schooling without redundancy/Repeated work and proper inter module data exchange such that the data is managed centrally.
The moment we think about school automation we think of Ms-Excel or set of multiple software: one for fee; one for accounts, one for exams and so on. Looking carefully at the school we will easily conclude that an educational institute is a complete city within itself. We have the functionality starting from HR to finance and a lot of other issues. From school inventory and tuck shop to examinations we have to manage a lot. This effort to implement automation individually leads us to dealing with many software and vendors and a situations where we have basically manualised our school system with computers.

Stand alone software for school can not only be very difficult to manage but also can add a lot of redundancy in data entry and ambiguity of information within same organization. E.g. when a student takes admission we have to enter the name in various software that we are using – library, fee and examination section software and so on. On the one hand there is a lot of redundant work in this case and on the other, there may be a case when a student already taken TC from the school still reflects in the Library software or the other software implemented for various other modules. In the absence of centralized software the procedure of getting clearance from various sections for the students still remains tedious and time consuming.

A properly planned single point integrated system (School ERP / Education ERP) can facilitate zero redundancy, inter module information exchange and thereby a lot of savings in the form of time and manual efforts. Following comparison report is on software implementation at various Stand-alone School software and School ERP Systems

Ms- Excel or Other Software

Archivist Online

Redundancy of data entryNo redundancy
Ambiguity of information as different software
may show different values for the same thing
No ambiguity as the data is served from
central location. Same logic of processing
keeps away any such ambiguity.
No inter module communication. For example there will be no way for the library software to know if the caution money for the library is collected at fee counter for a particular studentSchool ERP systems are specially designed for inter module information sharing. Since all module use the same database and business logic all the modules can interact with each other seamlessly
Data security is generally an issue with stand along software as the data base is directly accessible by the users. There are always chances for accidental or deliberate loss of dataThe data is accessible only through the software interface in a controlled manner. The server is not in direct access of the users. So critical information is always intact
Central backup for the entire system is not possibleBackup can be managed centrally with a great ease
Different approach and interfacing for different modulesSimilar interface approach for all modules makes it easy for the top level management to interact.
Physical movement of data is required for reporting.Multiple access points can eliminate physical movement of reports and other data.
The dependency level even for routine information is higher in stand alone applications.Routine information issues are generally available with required users without dependency.
Possibility for developing a common business logicRuns on a common business logic for the institution.
Easy to implementThe implementation period is a bit lengthy.
Low initial investment but higher recurring expenditure in terms of man hours and usage of stationary for sharing routine informationComparatively high initial investment but low recurring expenditure in man hours and information sharing throughout the institution