Information Managemeny System for Primary & Seconday Schools in Nigeria

Introduction

Education system forms the backbone of every nation. And hence it is important to provide a strong educational foundation to the young generation to ensure the development of open-minded global citizens securing the future for everyone. Advanced technology available today can play a crucial role in streamlining education-related processes to promote solidarity among students, teachers, parents, and government.

Education is central to development. It is one of the most powerful instruments for reducing poverty and inequality and lays a foundation for sustained economic growth. With this aim currently our government has given special emphasis to the educational sector and school improvement activities such as continuous professional development for teachers, training and upgrading teachers and capacitating schools with manpower and materials are among the major actions which have been taken in both primary and secondary schools. In order to facilitate and simplify these actions one of the major tool is to have automated Information Management System (SchoolVille™).

Automation is the utilization of technology to replace human with a machine that can perform more quickly and more continuously. By automating Information Management System documents that took up many large storage rooms can be stored on few disks.  However, the public schools in the State is not automated and the record officers generate admission form, student's information,marking sheet, transcripts and reports manually and the school administrators use their experienced knowledge of miss and hit approaches to prepare student results.
SchoolVille™ 1.0 (Information Management System) consists of tasks such as Admission Management, Students Management, Examination Management, Staff Management, Accounts Management, Inventory Management, Library Management, Hostel Management, and Report management.

SchoolVille™ Utilities also consists of tasks such as Administrator control, Backup and restore tool, and SchoolVille-Web (school-portal).

Admission Management
Instant generation of Application for admission from the software for both primary and secondary schools. Data entry for admitted student,instant capture of student passport and validation of student’s information.  Availability of acceptance letter from the software. Admission forms can generated and save to MS Word (.doc), MS Excel (.xls), Adobe Reader (.pdf). The status of a student can be changed once admitted.
From a student’s application, all relevant details such as student’s general information, Guardian, and Medical information can be obtained.

Students Management
*Enrolment Form - Auto generation of enrolment form to enabled both current and new student to register for academic year. *Enrolment Form and Students validation of subjects/courses.*Attendance Form and Attendance validation.*
To help promote students achievement and success, schools must have access to complete, accurate, and timely information about students. One of the benefits of automated IMS is that the student record system will simplify retrieval of required information and is a great instrument for school improvement by taking measures from the information acquired.

Examination Management
*Time Table - The timetable for the examinations can be prepared* Exam Application form - A student can apply for the exam using the exam application form* Hall Ticket - Hall tickets can be generated for all students* Room allocation* Exam Attendance* Setting Question Paper - The hassles in the process of setting question pager and paper evaluation can be managed using this module* Paper Evaluation* Mark Sheet - Mark sheets can be generated for all the students and Results can be published* Result Invigilator report - Invigilator reports (viz., malpractice) can be recorded for future reference and necessary action*

Staff Management
*Personal Information - Staff personal information, extra-curricular activities, additional qualification can be entered and managed* Qualification details* Extra Curricular activities
* Additional Qualification* Salary Payment Details - Staff pay details can be entered and a pay slip can be generated* Staff could see previous month’s* Salary Payment Details - Staff pay details can be entered and a pay slip can be generated* Staff could see previous month’s salary* Attendance & Service Register - Attendance of staff can be maintained on daily/hourly basis* Leave Application & Approval* Daily Work Report.

Accounts Management
*Masters - General Ledger* Budget - Income and expenditure of an institution can be recorded* Asset - Exam fees and tuition fees from the students can be accepted using the interface provided* Payroll – Staff/employee monthly payment entry*

Library Management
*Journals - A complete list of the books that are available with the library can be stored and efficiently managed* Book Reservation - Transactions such as issue and return of book can be easily managed* Accounts - Penalty can be entered for delayed return and these details will be accessible by accounts department* Online Public Access - Required internet access *Catalogue - Search facility to know the availability of books facilitating easy location and lending*
*User Masters *Transactions - Library budget and accounts can be managed*

Reports Management
*Report Management takes care of all the reports needed by the top-management of the institution like – Principal /Vice-Principal, Teachers, Staff, Government, Parents, Students etc*

Administrator Control
*School Setup – Entering of school information* Class Setup – This enables the admin to enter all available class for the school* Subject Setup – Entering and validation of student subjects for all academic sections* Department Setup – creation of various department in the school* Section Setup – creation of section for academic year* Grade Setup – setup of student grade* City Entry – Most if not all cities and towns in Nigeria will be load in this user front-end* User Setup - User Setup enables multiple user level access. Many different users like Administrator, Principal, Teachers, etc., can access the software using a unique user id and password * Each user will be able to access the functionality of the software pertaining to them* Transcripts – Auto Generation of students transcript *Backup Database - External Hard drive will be provided for each school to enable them to backup and restore their data whenever there is system theft, failure, or crash, data synchronization will be useful in transferring the data from one location to another*
Restore Database*

Advantages
*No cost on Additional Software *No piracy issue *No internet access *It can run on a single computer for each school to minimize cost *Auto-generate of students report card * Database can easily be backup to avoid data loss *Admission form can generated from the Software *Capture Students image and others information *All primary and secondary schools data in the state can be synchronized to enable centralize database.(SchoolVille-Web) *New and Old student can enroll for academic year *Highly User Friendly as front end is window forms *Highly aesthetic screens with cool background colors *About 1000 user-friendly screens to key in data and reports *A total e-Governance can be achieved by using SchoolVille *Excellent Report Generation *Complete gap analysis before customization *Highly Customizable as per Institution’s requirement* Graphical reports using latest SVG (Scalable Vector Graphics) technology *Excellent offsite and onsite support.*Simple back up procedure.* Reports data can be exported to Acrobat Reader(.pdf), MS Excel(.xls), MS Word (.doc), Crystal Report (.rpt) and Notepad (.txt)
*The existing data conversion through an interface.*Multiple user level access *Technical handbook for training the end user *Availability of an offline registration system*To facilitate attendance record keeping *To allow teachers, parents, school community and Education bureau officials to view reports on students.

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