Under Construction

Campus Management System in OpenERP for IMSCiences

Project Summary:

An ERP system is at the heart of large corporations which have invested billions of dollars in their information systems. However, it has been observed that most of the times, major emphasis is laid upon commercial software’s, with little efforts on the open source technologies being available in the market. The purpose of this research is to explore and implement an open source ERP system for the functional needs of IMSciences. In addition to that, to further investigate about different access rights mechanism in OpenERP.

Commercial software’s at times, creates frustration among the managers and domain experts who want to have a custom-made solution to the ERP system. On the other hand, the custom made solution available in the market developed via Visual basic, java, oracle etc., are also not open source. Therefore, the aim of this project is two-fold: First, we will analyze the open source ERP called OpenERP, record their experiences and implement the functional requirements of IMSciences to investigate its strength, and secondly, we will investigate the OpenERP itself if any limitation that should be removed.

Project Goals/Objectives:

  • To explore and implement a design method which provides views and models for the step-by-step development of ERP systems.
  • Reference architecture in the context of web services, web service orchestration and XML which provide the basic settings for OpenERP.
  • The investigation case study based on the IMSciences data will be usable even after the ERP system has been developed by the local domain experts in order to change the day to day requirements and implement it elsewhere. This will increase their interaction with the ERP systems being deployed.
  • Since, an abstraction is developed in the context of a real world Open source ERP system – called OpenERP, the resultant software will be usable for a variety of industries having OpenERP as their product.

Introduction:

A comprehensive software based solution is presented in this document which targets all the vital operations both at the academic as well as at the administrative level. The software will be entirely indigenously developed using robust yet open source software openerp. Openerp is a comprehensive suite of business application including financial management, human resource management, asset management and 500+ business applications. This software is freely available to us under the GPL license. We can even develop new business application in openerp environment those are not available in basic list of application, new application like student information system, grants management and library management. These newly build business application can easily integrate with existing business application in openerp. Openerp is on strong MVC architecture.

Currently, the IMSciences administrative machinery is overloaded with manual work for various on-campus operations. These operations range from simple classroom and teacher allocations to more complex tasks including handling and managing financial complexities. Further, due to lack automated coordination between different sections on-campus, lot of activities are repetitively conducted which creates unnecessary burden on the ministerial staff and the management. Another aspect of this disconnected system is the excessive usage of paper which is collectively a huge overhead for the Institute.

In order to rectify the above-mentioned problems and to connect various operations, we propose a customized solution that will not only connect all the sections and departments at the campus but will facilitate the management in saving their time from petty tasks to investing more time in policy making. One key aspect of the software will be its extensive reporting system that will surely help the senior management in reaching major decisions regarding financial, administrative and academic matters.

General Modules

We propose 10 basic modules in IMS campus management system,. These basic modules will be extended according to mention requirement by IMS. The general modules are:

  1. Financial Management System
  2. Student Information Management System
  3. Human Capital Management System
  4. Library Management System
  5. Project Management System
  6. Asset Management System
  7. Inventory Management System
  8. Grants Management
  9. Taxation Management
  10. Administration, Testing, quality assured, training

Domain of Each Module

  1. 1. Financial Management System

The day by day increasing in frequency of transaction and growth of financial operation in IMS, we recommend a double entry based financial system. It will decrease burden of work involved in manual activities and also will reduce the chance of errors in different calculation involved. The feature will be accurate, minimum time involved and user friendly. This module will support following reports

  • Single plus Aggregate Voucher Printing
  • Chart of Account
  • Daily (Dynamic Time Span) Banks and Cash Summary Sheet
  • Ledger
  • Trail and Adjusted Trial
  • Expense Report
  • Salaries payments
  • Project Financial reports
  • Consolidated Profit and Loss
  • Consolidated Balance Sheet
  • Consolidated Cash Flow
  • Notes to Financial Statement
  • Yearly Budgeted Report
  • Yearly Comparison Report
  1. 2. Student Information System
  1. Entry Test System, Admission

This Module will help IMS for student entry test merit listing and selection by replacing complex manual admission criteria which includes a maximum chance of error and fraud. This module will support following reports

  • Merit list (rule supplied)
  • Merit List (Fees wise)
  • Selected Candidates List
  1. Fees and Fine System

The basic purpose for developing this software will to resolve the entire problem against managing student fee. So, Administration will in need such an automate system which cover all problems that exist in manual system. This module will support following reports

  • Tuition Fees Register
  • Scholarship Register
  • Daily Fees Income (Student wise, Date Wise and ReceiptNo Wise)
  • Session wise Fee Structure
  • Fees Receivable Semester Wise
  • Discount Reports (Student Wise, Semester Wise)
  • Defaulter list
  1. Student Attendance System

Preparing attendance shortage report in each semester of single student is a high HR required and takes time for all this steps. Our proposed system will generate the reports in time and support these reports

  • Attendance Sheet (blank(with out machine), Subject, Semester, Program, UpToDate, TeacherRemarks)
  • Individual Student Attendance Report
  • Program vs Teacher Wise Attendance Reports
  • Attendance Short Listing (rule Supplied)
  1. Student Examination System

One of the complex and time consuming processes in a university is manual examination system. This process need to prepare gazet, transcript, degree, failing students list, passing student list, reappear list, toppers list etc. in each mid term, semester exams. We will provide this module that replaces all these time consuming and complex operation in new software based module. This module will support following reports

  • Gazet (Mid Term, Final term, Semester wise)
  • Failed Students list(Based Attendance, Exams, Semester)
  • Top Ten Students Programs wise
  • Reappear Students list
  • Not Held Exams(Attendance, Fees, Teacher Remarks)
  • Academic Calendar (Semester Wise optional)
  • Semester DMS
  • Final Transcript
  • Degree
  • Provisional + Character Certificate
  1. Academics System

This module involves students all activities belong to student and IMS administration.

In this student

  • Enrolment and Registration,
  • Promotion & Demotion
  • Academic calendar preparation
  • Time table
  • Date sheets preparation

  1. 3. Human Resource Management System
  1. Online Job Portal

Applicants will register their cover letter and resume, they will apply according to our job board, and we will select candidates according to HRM Department rules

Cover letter and Resume Printing

  • Selected Candidate List
  • Others reports required by IMS HRD
  1. HRM Payroll and Attendance

It will include leave management, payroll management, and establishment activities like hiring, promotion, and retirement etc. By using this application client can easily obtain reports about the HRM like employee bio data, leave report, grade wise report, designation wise report, job applicant report, salary report, promotion reports, hiring reports etc

  • Selected candidates merit listing (rule supplied)
  • List of current or resigned Employees
  • Each employee complete resume
  • Employee Attendance sheet (monthly + blank(with out machine))
  • Employee Increments or decrements detail
  • Employee salary advances
  • Employee loan and recovery
  • Employee Income Tax Deduction
  • Employee saving
  • Payroll (Department wise)
  1. Employee Contract and Pay Structure

In this module, employees contracts will maintain, employee pay structure and employee contracts extension.etc

  1. 4. Library Management System

One the basic system in context of students, in this student will issue books and study materials. Keep record of student’s books, books inventory, purchasing and reselling of books, students fine and clearance etc involve in this module.

  • Inventory of books
  • Purchasing and selling of books.
  • Issue books to students
  • Books return
  • Fines
  • Security returns
  • Clearance
  1. 5. Project Management System

Project management includes, control different projects as separate entities. Handling of Input and output to project from IMS as separate entities.

  • Project Creation
  • Project deliverables and its controlling
  • Project receivable and payable
  • Project Employees Salaries and other expenses
  • Consolidation with IMS.
  • Projects financial and  asset handling separately entity
  1. 6. Asset Management System

To run a business, needs a list of asset. Asset management includes

Record asset at cost

  • Asset Grouping
  • Asset Depreciations
  • Defining different methods to assets depreciation
  • Asset reporting in form of notes financial statement
  • Disposal of asset
  • Calculation of asset profit or loss on disposal
  1. 7. Inventory Management System

Records of the value and quantity of inventory of business and its reporting

  • Purchasing and Selling of inventory
  • Record of inventory
  • Grouping of inventory
  • Costing method of inventory
  • Allocation of inventory
  • Maintenance of inventory
  1. 8. Grants Management

Donors donate different scholarships, HEC, Japanese, USAID etc for students and to meet other expenses of business.

  • Merit List of scholarship students.
  • Adjusting scholarships and institute income
  • Reporting to different donors.
  1. 9. Taxation Management

As business, it has to contribute in form of tax. Business pay tax on behave of his business as well as other tax payers.

  • Recording the type of tax to be deducted
  • Deduction from different tax payers
  • Reporting for different tax payers
  • Tax chalaan for income tax department.
  • Notes to financial statements

10. Administration, Testing, quality assured, training

Different users that can perform some sort of administration, example of these users are coordinators, department heads and project managers etc. The total 9 module discussed above shortly will be tested with real entry management team. Some time to spend with real management for users training and user manuals etc. Server and client’s installation are also related work.

Budget:

The estimated budget of this project is Rs. 20750000/=

Project Funded By:

Research and Development, IMSciences, Peshawar, Pakistan
www.imsciences.edu.pk

Project Director:

Dr Masoom Alam
masoom.alam@imsciences.edu.pk
http://www.imsciences.edu.pk/profiles/masoom_alam.html

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