The document describes the key features and functionalities of an education management system. It covers the main modules like academics, admission, exams/results, student life cycle and others. Some key points: - Customizable admission process from prospect tracking to merit list generation and enrollment. - Flexible configuration of academic hierarchy from sections to standards to subjects. Timetable generation based on resource availability. - Comprehensive exam and result processing including various assessment methods, calculation of grades/GPA, and report generation. - Management of student life cycle from admission to tracking attendance, discipline, fees payment and ultimately alumni. - Other modules for library management, accounts, HR/payroll, transport,

2. SCHOOL / COLLEGE / UNIVERSITY MANAGEMENT
TRUST
INSTITUTE
COMPANY LOCATION
CANTEEN

3. ADMISSION
FLEXIBLE ADMISSION WORKFLOW
Prospect Tracking
PA-AS
Individual Admission Multiple Admission
Admission process can be customized based on user specific criteria like academic merit, campus proximity,
alumni/employee child, quota system etc…
Admission Transfer Admission Cancellation Deactivate Student
Sale Of Forms
Advertisement Details
Enquiry
Media Planning By Word Of Mouth , Press Release , Advertisement , Viral Marketing (SMS,
Tele calling , Email , Whatsapp Etc.)
Advertisement and Marketing will generate the enquiry
On the basis of Enquiry generated Institute will announce the closing date for Sale of Forms

4. Prospect
Pre Admission Filter
Prospect To Applicant
FLEXIBLE ADMISSION WORKFLOW
Interested candidates will read the
Pre admission criteria from the Form
before applying for the admission .
If all the requirements are fulfilled as per
the Admission Rules he will become an
Applicant.
ADMISSION

5. Applicant To Student
After validating Documents and as per
Academic Merit criteria 1st, 2nd…nth
MERIT list will be generated.
Selected Student will be informed by
EMAIL, SMS, WEB Publishing for the
Fees payment.
FLEXIBLE ADMISSION WORKFLOW
ADMISSION

6. FLEXIBLE ADMISSION WORKFLOW
Summarizing the various admission process
 Customizable stages of admission from release of advertisement, prospect
enquiry, prospect tracking and follow-ups, prospect to applicant, merit list
generation, applicant to student
 Customizable criteria for merit list generation, aggregation of scores across
various stages of admission such as academic merit filters, group
discussion, personal interview, micro presentation, caste category and
quotas, preferential admission etc…
 Policy base generation of enrollment, general register, fee book, roll
numbers etc.
 Every transaction for admission cycle such as cancellations, transfers,
refunds, campus adjustments supported in module linked with accounting
implications
ADMISSION

7. ACADEMICS
ACADEMIC WORKFLOW
BASED ON RESOURCE AVAILABLE ACADEMIC IS LARGELY DIVIDED INTO VARIOUS CATEGORIES AT MACRO LEVEL LIKE
SECTION , STANDARD , DIVISION , SUBJECT , EXAMS ,RESULT ETC….
ACADEMIC MASTERS GENERATION
ACADEMIC MASTERS ALLOCATION

8. SECTION
AS PER THE MODEL OF EDUCATION SECTION MASTER IS CLASSIFIED IN DIFFERENT CATAGORIES……
SECTION MASTER FOR
STATE BOARDS/ICSE/CBSE/IGCSE/IB
Schools get largely divided into sections
based on age group from 3 to 16 years.
SECTION MASTER FOR
JUNIOR/DEGREE COLLEGES
SECTION MASTER FOR
B-SCHOOLS (MANAGEMENT COLLEGES)
ACADEMIC WORKFLOW
Colleges gets divided into section based on academic years i.e.
10+2+3/4. POST GRADUATION vary between 1-2 years.
DISTANCE LEARNING courses can be for short duration of few
months to several years based on electives.
Certain management programs need rigorous training and education.
Such courses are categorized as FULL TIME. Some programs are
designed for working professionals these are generally PART TIME
courses. Programs designed for particular industry are generally JOB
ORIENTED COURSES
ACADEMICS

9. STANDARD /
PROGRAM
Pre primary - Junior / Senior K.G (Kindergarten)
Primary - Standard First (I) to Fourth (IV)
Secondary - Standard Fifth (V) to Tenth (X)
For IB : Primary / Middle Years Program
PYP is for primary students with age range 3 – 12
years
MYP is designed for students aged 11 to 16
ACADEMIC WORKFLOW
STANDARD MASTER FOR
STATE BOARDS/ICSE/CBSE/IGCSE
STANDARD MASTER FOR
JUNIOR/DEGREE COLLEGES
For Arts / Science / Commerce
Junior College - FYJC / SYJC
Degree College – FY / SY / TY (BA , BSC, B. Com)
For Architect / Engineering
First Year – FY B. Arch / B. Tech (B.E)
Second Year – SY B. Arch / B. Tech (B.E)
Third Year –TY B. Arch / B. Tech (B.E)
Fourth Year – FRY B. Arch / B. Tech (B.E)
DIVISION /
BATCH
DIVISION MASTER FOR
SCHOOLS / COLLEGS
Normally divisions are defined as
A – DIVISION
B – DIVISION
.
.
.
Nth – DIVISION
Depending on the resources available.
ACADEMICS

10. ACADEMIC WORKFLOW
ACADEMICS
Trust is a collection of institutes …
Institute is a collection of company (ies) …
Company/Institute is a collection of sections …
Section is a collection of standards/programs …
Standard is a collection of divisions/batches …
Division/Batches is a collection of students

11. TIME TABLE ENGINE – RESOURCE SCHEDULING
Supports exhaustive data capturing of scheduled resources and
linked parameters
Scheduled entities, relationships and constraints dynamically linked
as per student electives, faculty and infrastructure availability
Import and export of data and linked entities in XML formats for third
party integration
Manual adjustments to resolve conflicts supported
Unplanned disruption and notification to concerned stake holders
possible by email / SMS
Infrastructure scheduling of events, bookings and cancellations
supported and linked with accounts
Proxy list for substitution as per skillset availability supported
ACADEMICS

12. STUDENT LIFE CYCLE
Can manage any information related to students; analyze student population
against corresponding information you define (e.g., attendance, grades,
schedules, demographic info, discipline incidents)
Complete management of life cycle from prospect to applicant to student to
alumni.
Historical data provides discipline activity in chronological order.
Supports non academic assessment and behavior logs, user defined offense
and action codes. Severity levels may be assigned to each offense.
System can manage historical data across every state transition across
academic/ account year/ institutes and locations. This help track transfers,
stages of academic progress in graduation progress
The system creates reports specific to your requirements by range of dates,
discipline officer, advisor, range of severity, grade, and many others.
STUDENT
LIFE CYCLE

13. FEES
MANAGEMENT
FEES
OPETUS has a fully built in fee assessment and tracking system. Fees and tuition can be pre-defined or
miscellaneous fees can be added at any point in time. Fee collection data can be exported and used in
external programs and spreadsheets.
Customize Fee
Heads, Fee
Groups and Fee
Structures as
per institute.
Fees allocation as per
different standards /
divisions, staff child,
etc…
Fees can be paid GR
Number wise , Monthly ,
Quarterly or Yearly
across the fees counter
at School
Online Payments
Supports ready
integration with any
payment gateway
being used in the
school.
Different types of file
format can be
imported in system ,
If paid directly into
the bank
The invoicing system
accommodates interest
charges, late fees, fines
and includes detailed
itemization and
associated accounts.
Built in reports and graphs that show actual payment history, and projected
revenue based on applied fees structure.
Other features can be used occasionally

14. Cumulative periodic assessment outcome for academic subjects can be termed as exam.
Based of various models of education the pattern of evaluation varies and so does the
frequency of conducting exams. Periodic and continuous assessments is the ideal way to
gauge learning outcome (also known as CCE- continuous and comprehensive evaluation).
Various evaluation methods exists and most are supported by OPETUS for calculating
Ranks, grace, grades, GPA, CGPA (absolute/relative/user definable)
EXAM & RESULT
RESULT
Customisable exam & result patterns as per State
Board,ICSE,CBSE,IB SCHOOL,COLLEGE, UNIVERSITY standard.
STATE BOARD : Configure Exams & Reports as per the format
prescribed by the State Board.
ICSE : Configure Exams & Reports as per the format
prescribed by the ICSE board.

15. TYPICAL EXAM SCHEDULE
Some state board schools have semester exams
preceded by two unit tests whereas some have
only one
Some management colleges and professional
programs can have a short duration or can extend
beyond a year. Unlike schools, higher education
has revaluation and re-exams. This complicates the
entire process of assessment as historical records
become future calculation variables.
Process of final result calculation, processing and
publishing gets stretched and creeps into future
terms
RESULT

16. ASSESSMENTS METHODS
Opetus exam configuration allows teachers to define unlimited assessment methods, associate them in hierarchical parent child relationship,
define weightages and even interpolate / extrapolate marks as needed for final result metrics defined by state boards or regulatory authorities.
QUANTITATIVE ASSESSMENT QUALITATIVE ASSESSMENT
FORMATIVE ASSESSMENT SUMMATIVE ASSESSMENT
VIVA / ORAL
PRACTICALS
ASSESSMENT RUBRICS
EVALUATION MATRIX AS PER
ASSESSMENT RUBRICS
RESULT

17. ASSESSMENTS DEFINITION FOR AN EXAM (QUANTITATIVE ASSESSMENT)
RESULT

18. RESULT PROCESSING WORKFLOW
Rule based engine for assessment evaluation
Unlimited levels of hierarchical breakup of assessments
Can link projects / assignments / non academic assessments into main
stream result evaluation
Support for integer / float based calculation with user definable round off
Can notify all stakeholders for pre / mid / post result notifications and
collaboration
Support for barcode based answer sheets or data entry
Supports interface with third party / university web services to push / pull
assessment data
Allows to define and evaluate measurable levels of proficiency or rubrics
while calculating result
Supports web publishing of results which can be student / class / division
specific – general or personalized or bulk emailed to individual students
RESULT

19. QUANTITATIVE REPORT CARDS
RESULT

20. QUALITATIVE REPORT CARDS
RESULT

21. ATTENDANCE
Manage attendance daywise, monthwise, groupwise, sessionwise, subjectwise,
facultywise
Supports absence, exemption, leave application mapping, approved absence, late
arrivals, user definable tags
Notify real time status updates to parents. CRON / Scheduled event can be
configured to push notify parents about absence
Supports linking of attendance to assessment / result and apply rules for negative
credits
Can link attendance to lesson plan and take session feedback / faculty ratings
Supports behavior log tracking for non academic assessment / psychometric
analysis / student counseling
ATTENDANCE

22. TYPICAL ATTENDANCE WORKFLOW
Track daily and period/session attendance history
Easily automate attendance with bar codes, biometric or smart
devices. Quickly log absent / tardy / dismissed students
Record reasons / comments with each attendance incident .
Input attendance either at a central office or remotely in each
classroom.
Manage teacher absences and substitute teacher assignments
Update attendance from a single transaction for a class of students
or for a single day or range of dates for field trips, etc…
Support for manual or automated attendance from any device
Schedule automatic device reads and push abnormalities to
concerned roles
ATTENDANCE

23. HR / PAYROLL
HR/PAYROLL
Effectively supports generating employee payrolls as per the 5th and the 6th pay commission.
Supports tax calculations and all other statutory reports.
Multi Location / Company / Department wise allocation and tracking
Automated template based recruitment process supported as per employee class
Supports user definable salary criteria’s, employee class, scales, leaves and salary ranges
User definable scales, relational / dependent scales with tracking across appraisals
Dynamic arrear adjustments and tracking of smallest salary adjustments
Over time, leave adjustments and compensations supported with user defined options
Various modes of payment supported for salaries (cash, cheque, instrument based etc ...)
Interface with every attendance recording machines and smart / biometric devices
Browser interface for enabling offline leave applications and multi-site attendance management
Tracking of employee related expenses across various cost centers, projects or events
Project or event based employee performance and analysis which can be linked with appraisals
Supports daily, weekly, bi-weekly, semi-monthly and monthly pay periods.
Generate Payroll of staff every month with a single click.

24. LIBRARY WORKFLOW
Fully-integrated and intuitive user environment with online help tutorial
Circulation and cataloging of books, videos, records, periodicals, etc.
Support major formats of book / media classification / user definable
taxonomy
Barcoded/RFID/biometric ID cards and book labels/tags
User-defined stop words, keywords and circulation rules
Automatic generation of user defined accession number
Powerful media search abilities support simple / complex search by
author, title, keywords etc…
Barcode or manual entry for check-in, check out, and inventory
management
Automatic fine calculation, fine data updates / receipts and collection
Automatic generation of notices, reminders and other documents
Automatic notification of dues, claims, missing periodicals etc… by any
mode of communication
Inter-library searches and loans
Support for web based OPAC, claims and recommendations from
terminals in the library
LIBRARY

25. ACCOUNTS
ACCOUNTS
• Multi-Location / Company / Division / Cost Center accounting with consolidation at all levels.
• Supports Multi-Currency transactions and real-time currency rate tracking
• User definable accounting periods supporting open year option
• Template based Chart Of Account supporting unlimited user definable Sub-Ledgers
• Graphically represented account attributes visually enables execution of standing
instructions
• Tracking and Auditing of accounting instruments like cheque books
• Tracking and Auditing bounced instruments across transactions with revisions
• Facility for accepting post dated instruments with intelligent reminder events
• Supports suspense and password protected accounts
• Complete audit trail for all transactions track able as per user, date and time stamp
• Accepts only balanced entries with real-time updates of balance sheet or P & L
• Supports inter-company transactions hence saves a lot of double entries
• Supports account grouping across companies makes common debtor / creditor tracking
easy
• Supports combined credit limits across inter-company accounts
• Supports hierarchal cost centers with analysis across various projects / events
• Supports projects / events definition, budgeting, planning and cost distribution analysis
• Supports interface with devices like credit / smart cards

26. ADMIN
ADMIN
Excellent security for centralized or distributed database configuration
Allows Admin to create application users, allocate grants, roles and privileges as per
role / job profile
Reduces inter department work effort and enhances efficiency due to central scope of
data cutting intermediate processes like Excel sheets to manage office workflow
Extremely fast and formatted printing saving costs and easily archival process
Enforces process, accountability and standardizes office workflow as every business
process can be audited and monitored
Excellent support for MS Office allowing data exchange into Word, Excel, HTML, etc…
formats
Exhaustive audits and tracking supported

27. BUS / FLEET
BUS/FLEET
Manage and maintain your fleet of vehicles with timely alerts for
servicing and licence renewals.
Define route master as per the geography of the school location
Set pickup point as per the defined route and popular landmarks
near the resident of the student.
Also effectively manage the P&L of your fleet

28. INVENTORY
INVENTORY
Supports item classification as per attributes and linked unit of measurement
Any item can be defined and classified with infinite attributes and infinite units of measurements
Items can be grouped irrespective of class, attributes or vendors
Supports interface with POS / credit / smart card devices
Easily prepare Material requisition
Can allow negative sale / purchase and automatic raising of purchase order / direct purchases
Supports various vendor type definition at individual stages of transactions
Optional support to link Fixed Asset Management and tracking transactions for hired goods / services

29. WEB PORTAL FEATURES
WEB PORTAL

30. HOSTEL
HOSTEL
Administrator module:
Administrator manages the master data’s like server details and
student details. Accept the application of students, view the application
forms, reject the fake applications, view the complaints of the students in
the hostel, accept the vacating form and delete from the database, edit the
notice boards and view complaints. calculate the mess bill, and edit the
mess menu, view the notice board and also change the password.
Student Module:
In student module, they can Submit application form, change password,
can check status, view notice board, view monthly hostel fee and submit
the vacating form.
Reports Module:
Student Report
Staff Report
Mess Reports
Visitors’ Reports
Attendance Reports
Room Reports
Billing Reports
HOSTEL
MANAGEMENT
SYSTEM
Staff / Student
Details
Admission of
Staff /
Students
Room
Allotment
Mess Facility
Bill
Generation

31. CANTEEN
CANTEEN
• The objective of the system is to automate all the activities of the canteen
right from purchases to delivery of food/beverage items.
• The system should maintain a detailed account of all provisions bought and
food served at the canteen.
• In addition to this, it should also maintain the daily expenses incurred by the
staff/student .
• The system should provide an interface to payroll for deductions.
• Several inquiry facilities should also be provided to view the expenses
incurred/ planned menus/cash payment etc.
• Secure and Integrated payment through Credit Card/Smart Card for all the
(food/beverage) items in the canteen
• Eliminate the process of coupons
• Reduce the number of small cash transactions
• Monitors different types of food products and their consumption Benefits
• Helps prevent wastage and unnecessary expenditure at the Canteen
• Canteen Management System also provides a self service kiosk module
wherein a user can himself go to the kiosk, select his order and generate
an order slip.

32. ACADEMICS
ADMISSION
EXAM / RESULT
STUDENT LIFE CYCLE
FEES MANAGEMENT
ATTENDANCE
ACCOUNTS
BUS/FLEET
LIBRARY
INVENTORY
HR/PAYROLL
ADMIN
WEB PORTAL
HOSTEL
CANTEEN
MOBILE APP
TIMESHEET

33. Client
• Minimum I3 based machine with 2Gb RAM and 100 GB HDD, 1Gbps NIC.
• Optimum I5 based machine with 4Gb RAM, 250Gb HDD, 1Gbps NIC.
• Client : Windows 7 64 bit onwards
SYSTEM REQUIREMENTS (HARDWARE / SOFTWARE)
Server
• Minimum : Dual CPU Dual Core XEON server, 16 GB RAM, 512Gb HDD with RAID 5.
• Optimum : Dual CPU Hexa Core XEON server, 32 GB RAM, 1Tb HDD with RAID 5/10.
Minimum
Server Operating System : Windows 2008R2/2012 Server onwards
Database Server : SQL 2008 R2 Server onwards (Enterprise Edition)
Client : Windows XP / Windows 7
Optimum
Server Operating System : Windows 2012 Server onwards
Database Server : SQL 2012 Server onwards (Enterprise Edition)
Mail Server : Microsoft Exchange Or Equivalent
Networking
Minimum Structured Cabling CAT6 onwards
Optimum CAT6 / 7 with 1Gbps switch
NIC At least 100 Mbps (client) and 4Gbps onwards (server)
Complete Implementation
• 1 Production Server
• 1 Development / backup Server
• 1 Web Server (with at least 2 public IP’s)
• 1 Mail Server
• 1 8T / 16T NAS
• Backup device supporting atleast 1Tb

34. ADDITIONAL REQUIREMENTS (HARDWARE)
ARM Support
Minimum Any RFID / Biometric Reader / Attendance Recording Machine
Optimum Biometric Fingerprint devices
Printer
Minimum Any EPSON compatible dot matrix / DeskJet / LaserJet printer
Optimum 132 Columns / 300 cps / 24 pin DMP or DeskJet Printer with 600 dpi
Backup Device
Minimum Zip Drive (8Gb capacity onwards)
Optimum DVD writers / NAS device
UPS (Uninterrupted Power Supply)
Minimum Only for server with at least 20 Minutes backup time.
Optimum For all computers and network switches
Barcode Support
Minimum Barcode Reader - CCD / Laser
Optimum Any devices supporting conventional bar-coding standards
Internet Access
Minimum At least a broadband
Optimum 10Mbps dedicated lease line

35. IMPLEMENTATION METHODOLOGY
Starts with legacy system study and mapping of business processes
Study to find gap, expectations and wish list versus followed practices
ETLC/Sanitation of legacy data, freezing COA and mapping Org Chart/Roles
Deployment and configuration of network, environment and security
Metadata customization, Legacy data migration, Master creation
Enforcing security as per roles/privileges for data view and sharing
Setting up of communication channels for information exchange and
escalations
Training and phased rollout
UAT, verification of backups and scheduled processes

36. SUPPORTS MULTISITE AND E-GOVERNANCE
Application design and architecture supports online, offline,
hybrid operations with rich, browser or mobile clients
Server supports web services for transactional database
operations, large LOB data (streams), communication
services like email (SMTP/POP), SMS, Chat and file sharing
Supports multiple hosting modes and multiple instances
Can be configured exclusively for specific operations or
functionality. Ex: One instance for DB operations, another
for web or communication
Automated / programmed scheduling engine for managing
batch or event driven notification
Seamless store and forward mechanism support for
data aggregation without replication. Can work
offline and transfer incremental data via ftp, email or
push online.
Ideal for large scale implementations like e-
governance where resource available may vary from
best to worst yet automation needs to be achieved.

37. OPETUS SERVER ARCHITECTURE (ERP SERVER)
Server web service stack WCF / Web API driven. Supports generic service
interface for third party integration
Tested exhaustively for high concurrent load and scalability operations
Automated diagnostics, error logging and audit provision
Multiple server functionality stitched for easy deployment and configuration
Supports centralized or decentralized database for multi-site operations
Highly secure, support wide variety of configurable security algorithms for
over the wire security
Can be configured with active directory for user management
Support push and pull notifications for bulk emails, sms or messaging

38. FOR TRIAL / DEMO CONTACT
India Offices:
MUMBAI
Mr. Bhavesh Gandhi
Contact (+91) 9819365466
bhavesh.gandhi@opetus.co.in
SURAT
Mr. Gitesh Modi
Contact (+91) 9898883050
gitesh.modi@opetus.co.in