Technosys Systems

presents

INSTITUTE MANAGEMENT
SOFTWARE
 Institute Management System
It is a software application.
It manages data regarding a student.
It optimizes use of the institute's resources (Time Table)
The application captures , manages and presents data
regarding
 Student Admission &Registration
 Student Database Management
 Billing and Fee Collection
 Grading and Performance
 Student Attendance & Discipline
 Time Table (Allocation of teachers, classrooms)
 Seating Plan Software for examination
 Hostel/ Mess Management
 Library Management
 Lab Management from a single admin panel
 Result and its record management
 Faculty Database Management
 Vehicle Registration
 Placement Cell Management
Reports and Statistics: The software produces meaningful
Reports and Statistics
Security: The application is secure from intruders. Users can enter the system only through user
name/password
 Functionality
 Institute Management Software is a complete suite of applications that permits  you
to automate all aspects of  institute or college management, including student
information system, student grading software, student billing software or student
attendance software.
Institute Management Software, permits you to capture, manipulate and present
student data in a meaningful manner, generating reports and statistics dynamically.
 Institute Management Software gives you the power to:-
 Manage Student/ Faculty Information Efficiently.
 Record Student and other Billing and Payments made.
 Maintain Grades and Create Teacher Grade Book.
 Analyze the Performance as a whole through Student Grading Software.
 Trace Student Attendance through Student Attendance Software.
 Trace defaulters, if any at any point of time.
 Manage Hostel Allotments and manage Mess bills etc.
 Library Management.
 Communicate with Students or Parents with Ease.
 Manage your own Security.
 Creates Seating Plan during exams in a minute.
 Placement Cell Management
 Institute Management Software
Functionality at a Glance
The Institute Management Software- includes the following modules:
 Student Enquiry
 Prospectus Sale
 Student Enquiry
 Enquiry Records
 Reports
 Admissions
 Student Enrollment
 Admit Student on the basis of merit
 Student Information System
 Demographics
 Previous academic records
 Next Of Kin
 Documents/ Health Details
 Current Academic Choices
 Billing
 Transportation
 Hostel Allotment
 Discipline Details
 Re-admission
 Scholarship details
 Reports
 Attendance
 Enter Attendance
 View Attendance
  Employee Attendance
 Employee Leave
 Reports
 Billing
 Fee Structure
 Fee Collection
 Miscellaneous Collection
 Collect/ Refund Security Fee
 Fee Reports
 Grading
 Grade Master
 Test Information
 Enter Grading
 View Grading
 Reports
 Re-appear
 Test Weightage
 Promotion
 Semester Wise
 Communication
 E-Mail Templates
 E-Mail Send
 Reports

 Placement Module
 Company Master
 Company Details
 • Training/ Placement Entry
• Placement Reports

 User Management
• Manage Roles
• Create User
 Search
 Application Set Up
• Backup & Restore
• Institute Information
 Timetable
 Period/ Room
• Generate Timetable
• View Timetable
• Teacher Reallocation
 Hostel/ Mess Management
 Placement Cell Management
 Seating Plan for exams
 Vehicle Registration
 Faculty and Student Database
 Lab Management
 Library Management
 Student Enquiry

 Prospectus Sale: Keeps a record of the prospective students who have been
given the prospectus/ admission form.
 Student Enquiry: Records the details of visitors who enquire about the various
courses, their duration, fees etc.
 Enquiry Records: This form shows the list of students whose data was saved in
the Student Enquiry form. Lists can be generated according to:
 Reference Number
 Course
 Prospectus Sent
 Student Reply
 All Visitors
 Dates
 Reports: The Student Enquiry module generates the following reports-
 Prospectus printed
 Prospectus sold
 Enquiry students details
 Enquiry records
 Sale of Prospectus
Keeps a record of the prospective students who have been given the
prospectus/ admission form
 Student Enquiry
Records details of visitors who enquire about the various courses
 Enquiry Records
Shows lists of students who's data was saved in the Student Enquiry form
 Student Enquiry

1. Prospectus Print
2. Prospectus Sale
3. Enquiry Students Details
4. Enquiry Records
 Admissions
 Student Enrollment: Records the following details of the
prospective students who submit the admission form
• Personal Details
• Pre-School Details
• Admission Test Details
A list of enrolled students appears in the Admit Student form.

 Admit Student: Displays a list of students who were enrolled

through the Enrollment Form, along with their following
details:
• Written test marks
• Oral Test marks
• Interview Marks
• Date of birth
On the basis of the above criteria the students are selected for admission

and that list appears in the Student Registration Form.

 Student Registration Module
In the Student Registration Module students are registered during admission.
This module takes care of data entry of a student's details regarding :
 Personal Information
 Academic Details
 Passport Information
 Transfer Information
 Next Of Kin Details
 Documents Submitted at the time of Registration
 Subjects to be Studied.
 Fee which he is going to pay for that particular course.

The application then uses this data to provide meaningful reports, replicates itself
where necessary and the information is available at the touch of a button.

 Discipline Details: Records the students achievements, rewards and disciplinary

actions taken against the erring students.

 Re-admission: This form enables the user to re-admit a student who had
passed out from the institute. Through this form the user can also give
admission to a student in two courses simultaneously

 Scholarship Details: Records details of the scholarships received by students.

 Reports: This module generates the following reports –
 Registered Students
 Course wise Student Strength report
 Student Identity Cards
 Student Subject Details
 Students Address Labels
 Students Address Details
 Student General Information
 Students Awards Details
 Enrolled students
 Enrollment details
 Enrolled student details
Student Enrollment Form
Captures the details of enrolled students
 Admit Student Form
Facilitates selection of students on merit
 Student Registration Form
Captures personal and academic information of the Students at the time of admission
 Discipline Details Form
Records the disciplinary action taken against the students, their awards,
achievements
Re-admission Form
Re-admits an old student
 Scholarship Details
Records details of the scholarships received by students.
 Reports
Registered Students
1. Course Wise Student Strength Report
2. Student Identity Cards
3. Student subject Details
Enrolled students

1. Enrollment details
2. Enrolled Student details
 Attendance
 Enter Attendance: The Enter Attendance form allows teachers to record
attendance
 By Subject for an entire class
• The records are updated dynamically
• Cumulative totals are computed instantly
The attendance can also be entered in GPA style when the application is
running in GPA mode.
 View Attendance: Displays the attendance of a Batch in the selected
subject, giving the following details
 Attendance Percentage
 Number of Presents
 Number of Absents
 Number of Leaves
The attendance can also be viewed in GPA style when the application is
running in GPA mode
 Employee Attendance: It captures attendance of the teachers.
 Employee Leave: Records the details of an employee’s leave.
 Reports: Attendance reports can be generated either Month wise or Date
wise for a particular Department, Course -Batch, Semester or Subject.
 Student Attendance Form
lets the faculty capture the student’s attendance
Student Attendance Form (GPA Style)
Lets the faculty capture the student’s attendance
 View Attendance Form
Displays the attendance of a whole section
View Attendance Form (GPA style)
Displays the attendance of a whole section
Employee Attendance Form
Captures attendance of the teachers
 Employee Leave
Records the details of an employee’s leave
Attendance Reports
 Student’s Billing & Fee Module
The student billing software is completely dynamic.
It permits the user to define:-
 his own billing structure
 billing heads and the amounts
 dues and discounts are calculated automatically
 payments received are balanced and transaction history is
maintained
 payment may be accepted by cash, check or draft

This module caters for the following :

 Fee Collection
 Preview Fee Receipt
 Print Fee Receipt
 Collect Miscellaneous Fee
 Collect/ Refund Security Fee
 Fee Reports
 Fee Structure: In the FEE STRUCTURE form, user has to enter the fees of :
• Courses
• Semesters
• Fee Heads applicable to each semester
• Facility and Concession heads.
The data which is entered here gets reflected in the Fee Collection form

 Fee Collection: This form caters to the fee collection from students and
generates fee reports
 Fee Reports: The billing module generates the following fee reports.
 Fee Structure Reports
 Fee Collection Reports
 Bulk Printing

 Miscellaneous Collection: It enables the user to collect miscellaneous fees.

 Collect/ Refund Security Fee: Security fee is collected from the students at
the time of admission and is refunded when a student passes out and leaves the
institute. Through this form the user collects and refunds security fees.
 Fee Structure Form
Records fees of the various courses
 Student Fees Collection Form
Caters for FEE Collection and generates FEE Receipts
Fee Receipt
 FEE REPORTS
1. Fee Structure Report
2. Collection Report
3. Bulk Printing Report- Fee Receipt
Miscellaneous Collection Form
Enables the user to collect miscellaneous fees
Collect/ Refund Security Fee Form
Records the collection and refund of security fees
 Grading Module
Grade Master: This form records grades which are assigned to the different range
of marks. Grades are recorded in GPA style if the application is running in GPA
mode.
• Test Information: Captures the sub-categories of evaluations. Eg For the
evaluation ‘Test’, the subcategory can be ‘Test1, Test 2’.
• Grading Entry: Records the marks obtained by students in each
subject. Grades are entered in GPA style if the application is running in GPA mode
• View Grading: Displays the mark sheet of each student. Grades are viewed in
GPA style if the application is running in GPA mode
 Reports: The Grading module form generates the following reports:
 Result report

Course wise
 Semester wise

Test Information report

Course wise
 Semester wise
These reports can be generated either for all the subjects or for a selected subject.

 Re-appear: Captures the marks obtained by students who re- appear in exams of
their previous semester.

 Test Weightage: In Test Weightage form the user has to enter weightage for the
various evaluations of a course. Weightage is the percentage value of an evaluation
from a total of 100 for all the evaluations of a course.
 Test Information Form
Captures the sub-categories of evaluations
 Student Grading Entry Form
Records the marks obtained by Students in each subject
Student Grading Entry Form (GPA style)
Records the marks obtained by Students in each subject
 View Grading Form
displays the mark sheet of each student
View Grading Form (GPA style)
Displays the mark sheet of each student
 Reports
1. Result report (Course wise of all subjects)
2. Test Information report (Semester wise for a
selected subject)
 Re-appear Form
captures the marks obtained by students in re-appear exams
 Test Weightage form
Records weightage of the evaluations in a course
 Student Promotion Form
enables the user to promote students at the end of a semester
 Communication Module
This module is a solution to the problem of two people having to be physically present
at the same place and time or being at the two ends of a telephone system at the same
time.  Through e-mails. 
•Teacher’s can give assignments to one or all the students.
•Teacher’s can communicate with parents.
•Management can pass instructions to Faculty.
•Parents can communicate with teachers and the Institute management.
•The software is user friendly.  Users do not need any technical knowledge or technical
training to use the system.
•E- Mail Templates: This form enables the user to format and store the text of an e-
mail which is to be sent to the students/ parents/ staff members.
•E- Mail Send: It includes the E – Mail addresses of the students and their parents
is used to contact them through E – Mail. The e-mail templates can even be printed if letters are
to be sent by post.
Reports: Reports are generated of e- mails sent to
•Registered Students
•Students who enquired
•Teachers
•Parents
•Parents & Registered Students
E- Mail Templates Form
formats and stores e-mail text
 E-Mail Send Form
Is used to send e- mails to students/ parents
 E-Mail Reports
E- Mails sent to :
1. Registered Students
 Placement Module
This module includes the following forms:
• Company Master : Records details of the various companies. Eg Name,
Web Site Address, Telephone numbers.
• Company Details : For placement purposes it is important to record details of a
company's employee(s) who can be contacted. This form records the company’s employee
details and the dates when a company official was contacted by the Institute or an official
visited the Institute or inquired about it.
• Training/ Placement Entry : This form helps the user in keeping a detailed record of
students who have applied for training or job.
• Placement Reports : The Placement Module generates the following reports –
a. For Training
1. Students applied
2. Students selected for training
3. Company Wise selection of student
4. Year wise selection of students

b. For Job
1. Students applied
2. Students selected for a job
3. Company wise selection of students
4. Year wise selection of students
Company Master Form
Records details of the various companies
 Company Details Form
Records details of a company's employee(s)
 Training/ Placement Entry Form
Records the Placement Details of students who have applied for job/ training
 Placement Reports
a. For Training
1. Students Applied
2. Students selected for training
b. For Job
3. Company Wise selection
4. Year wise selection
 User Management (Security) Module

Institute Wizard provides protection against fraud.

Your Institute can manage the application under several levels of

SECURITY.

The Administrator can provide selective Accessibility to each individual

by creating Username/Password.
No miscreant can tamper with the Application, for example, no one, can
purge any data or Delete a Student record once entered; it may only be
De-Activated.
The principal forms of the Security Module are:

1. Manage Roles
2. Create User
 Manage Roles : All the school employees need not have access to
the whole application. The dynamism of the School Management
Software enables the user to create groups and assign each group the
right to view only the selected forms and modules. The groups (eg
Class Teacher, Clerk, Administrator) are visible in the Employee
Master form of the Master module. From there each new employee
can be put under a group. This employee will be able to access
modules according to the rights given to his group.

 Create User: Through this form the administrator can -

 Save user name and password of a new user (who is not an
employee).
 Delete a user (who is not an employee).
 Change roles of existing users.
 Manage Roles Form
Enables the user to create groups and assign each group
the right to view only the selected forms and modules
 Creating a User
Use this form to create or delete users (who are not employees)
Change roles of existing users
 Search
 Quick Search: This form enables the user to search for students and staff
members. A student can be searched either by his Department or Course or
Semester or Roll No. The staff members can be searched either by their Code/
First name/ Middle Name/ Last Name/ Gender etc.
The main advantage of this form is that any one of the fields can be used to
search for a student or staff member. There is no need to enter details in all
the fields.
 Search Form
Enables the user to search for students and staff members
 Application Set up
 Backup & Restore: Data is the most important asset in any
computerized set up. Data may be lost due to :-
 Computer failure
 Natural calamity
 Loss/ theft of computer

So, it must be protected against all the above. The best way to do it is to
take regular backups. The Backup & Restore form enables the user to take
backups of the data.
If due to any reason data gets lost, this form enables the user to restore it
from the location where its backup was saved.

 Institute Information: Permits the user to change Institute details

which were entered in the Set Up Wizard. The user can change the
institute’s
 Name
 Address
 Phone number
 Fax number
 E-mail address
 Backup & Restore
Use this form to take data backups and restore data
 Institute Information Form
Permits the user to change Institute details entered in the Set Up Wizard
 Timetable Module
This application is a complete resource manager as it automatically
creates a schedule of classes, lectures, teachers etc. based on the criteria you
determine.
This module consists of the following forms:
Period/ Room: The Period section captures Name, Duration of each period, while
the Room section records the number of rooms in the Institute, their name and
capacity.
Generate Timetable: Enables the user to configure the timetable of a particular
course/ semester, according to the availability of
 Teachers
 Rooms
The software ensures that there are no clashes as it does not permit the allocation of
a teacher or room to two classes simultaneously.

View Timetable: User can view timetable of the entire month by

 Semester
 Teacher
 Room
 Student.
Teacher Reallocation: Enables the user to reallocate the periods of a teacher who is on
leave.
 Generate Timetable Form
enables the user to generate the timetable of a class
View Timetable Form
Displays the timetable of a semester
 Teacher Reallocation Form
Is used to reallocate the periods of a teacher who is on leave
 Conclusion
Institute management system will make
administration of your Institute…
• Efficient
• Effective
• Less Time Consuming
• Economical
Contact Information
Technosys Systems
Mobile : +91-9828071690
+91-9928088900
Email : admin@technosysindia.net
Visit us at : www.technosysindia.net
___________________________________________

Principle designed by :
Advanced Micronics Devices Ltd.
Bangalore