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Concept Proposal: School Management System for

Secondary Schools in Zambia
Tuliswensi Sinyan…

A concept Proposal on Delivering Electronic School Management Systems in 50+ Secondary Schools in Zambia by
the end o 2015. The System is Mobile Responsive which enables Parents, Teachers, Admin and Students to send and
receive vital  information on school activities using their Smart Phones, Tablets and computers from any where in the
world.

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School Management System School of Information Management and Systems

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 System Modules

The system has user friendly Student Module that will enable School Administrators and
other key users to do the following functions:
   Admissions Dashboard and Admission Management
 Create student Categories.
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  Create student Categories.
  All Students list with default filters and custom filtering that can be saved.
Download  
Bulk Download 
  Library
Add, View and Manage student and Share details
 guardian
  Generate PDF reports of Student profiles.
Student 
  Open School Management System also has user friendly Employees Module that will enable
School Administrators and other key users to do the following functions:
  Create employees and Manage Employee details.
  Employee Leaves and Leave-types management

  Employee attendance management
  Set subject association for trainers/teachers.
 
Employees   Manage and Assign employee Category, Department, Positions and Grades

Open School Management System also has user friendly Course Module that will enable
School Administrators and other key users to do the following functions:
  Create and manage Courses, Batches and Subjects (including electives)
  Assign Weekdays, batch start & end dates, Class-teacher etc.
  Set Course-Batch-Subject associations.

Subjects & 
  Limited management of Attendance, Timetable and Exams
Courses 
Open School Management System also has user friendly Free Module that will enable School
Administrators and other key users to do the following functions:
  Create and manage Fee-Category and Particulars
  Create Fee-Collection schedule and enter collected fees
  Manage Paid and Payable fees per student, per batch etc.
Fees 
Open School Management System also has user friendly Examination Module that will

enable School Administrators and other key users to do the following functions:
  Create and manage Exams
  Enter scores of exams
  View Assessment dashboard and set grading levels
  Generate PDFs of report cards.
Examination 

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Open School Management System also has user friendly Attendance Module that will

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enable School Administrators and other key users to do the following functions:
  Create and monitor various employee and student attendance records 
 Download Bulk Download  Library  Share


  Create and View the Detail and Reason for availed leaves

 Attendance 

The System also has user friendly Timetable Module that will enable School
Administrators and other key users to do the following functions:
  Set Weekdays
  Set Class Timings and Breaks.
  Create, generate and maintain timetable for each batch.
Timetable 
The System also has user friendly Reports Module that will enable School Administrators
and other key users to do the following functions:
  Create Comprehensive reports per student
  Generate Batch and student wise assessment/progress reports
  Generate Reports for Employee and Student attendance.

Reports 
The System also has user friendly Library Module that will enable School Administrators
and other key users to do the following functions:
  Search and List all books
  Add book details
  Manage the Lending and Returning of books
Library     Create Book-Categories and Author lists.
The System also has user friendly Hostel Module that will enable School Administrators
and other key users to do the following functions:
  List and Manage Room Details
  Add Hostel Details like name, address etc.
  Create, Allot and Vacate Rooms
  Manage Mess, Menu types, and assign cuisines to students
Hostel  


  Manage Mess fees and sent mail for unpaid fees.

The System also has user friendly Transport Module that will enable School
Administrators and other key users to do the following f unctions:
  Add Vehicle and Driver Details
  Create Routes and Stops
  Allot students to routes
  Manage School-transport-fees
Transport     Manage Log of All Buses

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Open School Management System also has user friendly Downloads Module that will
enable School Administrators and other key users to do the following functions:

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  Upload Videos, Pictures and Documents for learning content


  Materials are automatically filtered by batch and course 

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

  Create File categories to further fine tune and limit the uploaded content privacy.


Downloads 

Open School Management System also has user friendly Import Module that will enable
School Administrators and other key users to do the following functions:
  Import existing Student and Employee details from Excel sheets and CSV files.

Import  

Open School Management System also has user friendly Export Module that will enable
School Administrators and other key users to do the following functions:
  Export the Student and Employee details from Open School toCSV Excel files.

Export  

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Delivering Open School Management

 System in Zambia’s Secondary Schools 

The two companies (Nchitonet Dot Com Ltd., of Zambia and WIWO Enterprises Pvt. Ltd of India) will
work together in partnership with aligned Ministries and Schools to deliver automation of School
Management. In delivering a successful project of Open School Management System in 2015, the two
companies plans to do the following:

1.  Implement a Pilot Project starting January 2015 that will involve at least five (5) Schools based in
Lusaka
To achieve this we will need to;
   Identify at least five (5) schools preferably secondary schools that are based in Lusaka and could
be interested to have an electronic school management established for their institution.
   Present a Demo of Open School System that has been designed and customized for Zambian
Schools
   Confirm each School’s participation in the Pilot Project and ascertain their agreement to the
Terms and Conditions of the Open School System’s License 
   Gather some customizable features that school managers would like have on the system

  Customize the system tailored to the needs school mangers
   Launch open School Management System for each participating School
   Provide startup training for managers and users

2.  Monitor & Evaluate usage of Open School Management System in participating Schools of the
Pilot Project
To achieve this we will need to;
   Identify at least ten (10) key users from each participating school that will be frequently visited

and find out their challenges and progress in using open school system at their school
   Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting
from the system
   Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system
   Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and
parents) in term of trainings and acquiring necessary gadgets and materials.

3.  Implementing the fifty plus (50+) License Prroject of Open School Management System in Fifty
(50) Secondary Schools of Zambia
To achieve this we will need to;

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   Identify at least fifty (50) secondary schools all over the country that could be interested in
establishing electronic management system for their schools.
   Present a Demo of Open School System that has been designed and customized for Zambian
Schools


  Confirm each School’s participation in the Fifty –Plus (50+) Project and ascertain their agreement
to the Terms and Conditions of the Open School System’s License  
   Gather some customizable features that school managers would like have on the system
   Customize the system tailored to the needs school mangers
   Launch the 50+ open School License Project in each of the fifty participating Schools
   Provide startup training for managers and users of the open school system

4.  Monitor & Evaluate usage of Open School Management System in participating Schools of the
Fifty-Plus (50+) License Project
To achieve this we will need to;
   Identify at least ten (10) key users from each participating school that will be frequently asked to
give feedback on their challenges and progress in using open school system at their school
   Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting
from the system and propose methods of closing up any gaps
   Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system
   Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and
parents) in term of trainings and acquiring necessary gadgets and materials.

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Time Frame

Task Start Date End Date

 
1. Implementation of a Pilot Project that will involve at least five (5) Schools based in Lusaka
1.1.  Identifying of Secondary School to participate in the Pilot project 05/01/2015 16/01/2015
1.2.  Presentation of Demo Open School System to participating School Managers 12/01/2015 23/01/2015
1.3.  Confirmation of each School’s participation in the Pilot Project and ascertain ing their agreement to 19/01/2015 30/01/2015
the Terms and Conditions of the Open School System’s License  
1.4.  Gathering of some customizable features that school managers would like have on the system 26/01/2015 06/02/2015
1.5.  Customization of the system tailored to the needs school mangers 02/02/2015 13/02/2015
1.6.  Launch open School Management System for each participating School 16/02/2015 27/02/2015
1.7.  Provide startup training for managers and users 23/02/2015 06/03/2015

2.  Monitoring & Evaluation on the usage of Open School Management System in participating Schools
of the Pilot Project
2.1.  Identifying of at least ten (10) key users from each participating school that will be frequently visited 02/02/2015 27/02/2015
and find out their challenges and progress in using open school system at their school
2.2.  Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting from 02/03/2015 20/03/2015
the system
2.3.  Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be helped 16/03/2015 27/03/2015
and engaged to achieve a holist usage of the system
2.4.  Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and parents) in 23/03/2015 03/04/2015
term of trainings and acquiring necessary gadgets and materials.

3.  Implementation of the fifty plus (50+) License delivery of Open School Management System in Fifty
(50) Secondary Schools of Zambia
3.1.  Identifying of at least fifty (50) secondary schools all over Zambia to participate in the Fifty-Plus (50+) 09/02/2015 27/02/2015
Open School System Project
3.2.  Presentation of a Customized Demo Open School System to participating School Managers 23/02/2015 20/03/2015
3.3.  Confirmation of each School’s participation in the Fifty– Plus (50+) Project and ascertaining their 23/03/2015 02/05/2015

agreement to the Terms and Conditions of the Open School System’s License  

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