The Client

The client is a non-profit organization founded in India. Its mission is to provide job skill training to unemployed and disadvantaged youth, preparing them for employment opportunities.

The Challenge

The organization sought to overcome issues related to outdated technology by developing a comprehensive ERP system to meet all its business needs. The goal was to create a scalable system capable of accommodating both organic and inorganic growth with minimal adjustments. This new system needed to integrate various modules such as academic records, admissions, financials, asset management, and more. The client also required the system to be open for integration with various applications, including smart devices and third-party libraries like biometric systems, kiosks, barcode/QR code readers, websites, payment gateways, digital notice boards, communication channels, banks, Office 365, and Content Management Systems (CMS).

The Solution

We conducted a thorough analysis of both functional and Management Information System (MIS) requirements and selected the SAP ERP system. We designed a centralized architecture to handle all internal and external user requests. The project delivered 11 functional modules, including enquiry management, candidate registration, enrolment and de-enrolment, finance and accounts, procurement and operations, human capital management, campus management, student lifecycle management, document and master data management, business intelligence and analytics, and mobile application. Users were given access to these modules through local or remote terminals via a browser.

Our solution provided a complete SAP ERP and campus management system customized for the institute’s daily operations. Security measures included identification, authentication, access control, administration, audit capabilities, and support for industry-standard protocols. The system ensured an audit trail of all transactions while maintaining overall performance. It also offered scalability for web servers, database servers, and other components.

We conducted training for all employees on Business Process Reengineering (BPR) and change management. Additionally, we developed and implemented a Business Continuity Plan (BCP) and Disaster Recovery Plan (DRP), including data backups to cloud infrastructure and data centers to ensure high availability and minimal downtime.

The Benefits

• Campus Management: The system facilitates grievance filing, incident management, sickbay management, gate control, cafeteria operations, security and housekeeping staff management, and hostel management, including accommodation requests, fee payments, and room allocation.
• Human Capital Management: The system manages employee onboarding, resignations, evaluations, training, knowledge management, performance reviews, promotions, pay slips, compensation plans, taxation, and investment verification.
• Student Lifecycle Management: The application allows the institute to manage, monitor the end to end life cycle of a student from admission to course completion along with managing training and course offerings, update lesson plans, staff calendars, and assessment schedules. Trainers and staff assignments are managed through the system. Attendance is automatically recorded via secured check in and check out technology. At the end of each day, the system provides a consolidated daily report for training batches and supports question paper management, examination scheduling, mentor-mentee feedback, grade capture, certification issuance, placement, and alumni engagement.
• Data-Driven Decision-Making: The SAP ERP system offers customizable reporting and analytical dashboards for informed decision-making. It can also schedule and distribute reports to relevant stakeholders.
• Cross-Platform Mobile App: The mobile ERP application supports the latest Android and iOS versions, featuring advanced security and push notifications. All functional modules are accessible via the mobile app.
• Scalability: The application is designed to scale, handling increasing numbers of internal and external users and their transactions.
• Security: The SAP ERP system ensures high security, managing sensitive data effectively.
• Business Continuity & Disaster Recovery: To address potential disaster scenarios, the SAP ERP system includes cloud-based application mirroring and activation of necessary licenses to ensure continuous business operations.