Complete ERP software proposal

One institute.
Every journey.
Connected.

Takshshila Institute of Engineering & Technology
Jabalpur, Madhya Pradesh

13 modules · Detailed fields · Role ownership
September 2026 · Proposed solution

Complete printable proposal

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A connected campus. A clearer way to work.

One institute.
Every journey.
Connected.

A complete ERP proposal for Takshshila Institute of Engineering & Technology, Jabalpur. From the first admission enquiry to the final placement offer.

Explore the 13 modules →View roles & hierarchy

Detailed fields. Clear ownership. Simple, connected workflows.

Aarav Sharma

B.Tech · Computer Science · Batch 2023

Student 360°

Year 1 ✓

Year 2 ✓

Year 3 ✓

Year 4

Annual charges₹85,000

Student payments₹30,000

Scholarship credited₹20,000

Outstanding amount₹35,000

Fictional example · one linked recordOpen ledger →

13Connected modules

389+Defined field entries

Year 1 → FinalComplete student history

Role by roleClear responsibility

The student journey

One record that grows with the student

Each office adds its part. The next team starts with verified information.

01Enquire

Capture interest and assign a counsellor.

02Admit

Verify documents and confirm the seat.

03Manage

Track fees and yearly scholarships.

04Learn

Record learning and academic progress.

05Get placed

06Graduate

Complete clearance and issue records.

The complete scope

Every module, explained in detail

Open a module to see its fields, owner, approvals, workflow and reports.

Admission Counselling & Front Office

Every enquiry has an owner. Every admission has a complete record.

Admission officer41 fields

Student Records

One student. A complete record from admission to graduation.

Student section49 fields

Fees & Dues

Know what was charged, what was paid, and what is still due.

Accounts team38 fields

Scholarships

First-year form to final-year renewal. Nothing lost between years.

Scholarship officer40 fields

Training & Placement

From an eligible student to an accepted offer, in one clear flow.

Training & placement officer45 fields

Student, Faculty & Parent Portals

The right information, for the right person.

Each user within assigned access21 fields

Learning Management System

Teaching, assignments and progress in one academic workspace.

Assigned faculty22 fields

Visitor & Gate Management

Know who is on campus and which passes are still open.

Reception & security20 fields

Asset Management

A named custodian and a complete history for every asset.

Asset officer / custodian20 fields

Library Management

From the catalogue to final clearance, every copy is accounted for.

Librarian21 fields

Expenses Management

Every expense follows a request, an approval and a payment trail.

Department requester / Accounts23 fields

Certificates & ID Cards

Verified records in. Authorised documents out.

Student section / certificate desk19 fields

Human Resource

A clear record of people, responsibilities and employment.

HR team30 fields

What this proposal represents
A proposed system and its workflows, prepared from the supplied module list and requirements. The organisation chart, approval policies, fee amounts and demo records are illustrative. Institutional policies and integrations will be confirmed before production development.

People & responsibility

A clear hierarchy.
A clear owner for every task.

A proposed operating structure for the institute. Reporting relationships and delegated approval limits will be confirmed with management.

Management / Governing Body

Policy, direction and institutional oversight

Director / Principal

Academics

HODs → faculty, class mentors and departmental coordinators.

Administration

Admissions, student section, scholarships, library, assets, gate and certificates.

Accounts

Fee collections, reconciliation, budgets, expenses and authorised finance approvals.

Training & placement

Placement head → placement officers; assigned company HR evaluates interviews.

Human resource

HR team → employment records; reporting managers approve leave and reviews.

Students & parents

Service users with access to their own or verified linked student information. They are not part of staff approval chains.

Company HR

An external, drive-specific role. Sees candidate interview information and evaluations only for the assigned company drive.

System administrator

Configures accounts and permissions. Technical access does not make the administrator an admission, finance or academic approver.

Role-access matrix

Who can see, enter and approve?

Final permissions will follow the institute’s approved delegation policy.

Role	Visibility	Responsibilities	Access boundary
Management / Governing Body	Institute-wide summaries, approved reports	Strategic review and policy direction	No routine transaction entry
Director / Principal	Institute and department oversight	Designated institutional approvals	Delegation and thresholds to be confirmed
HOD / academic coordinator	Assigned department and classes	Faculty allocation, academic review and corrections	No unrelated payroll or banking information
Faculty / mentor	Assigned classes and advisees	Teaching, attendance, assessment and mentoring	No alteration of fee receipts or scholarship receipts
Admission officer / counsellor	Assigned enquiries and applications	Counselling, verification and admission handoff	Admission confirmation by designated authority
Student section	Verified student master and documents	Profile verification, enrolment and document preparation	Finance decisions remain with accounts
Scholarship officer	Applications and eligibility evidence	Annual verification, correction and sanction tracking	Receipt reconciliation remains with accounts
Accounts / finance officer	Fee, receipt, scholarship and expense ledgers	Post payments; approve authorised adjustments and refunds	Separate request, approval and payment responsibilities
Placement officer	Candidate eligibility and assigned drives	Drive setup, invitations, attendance and queue	HR evaluates assigned interviews
Company HR	Assigned drive and consented candidate profile	Round scores, feedback and interview decisions	No fees, scholarships, payroll or other companies’ drives
Library / asset officers	Their own loans, assets and custodians	Issue, return, allocation and clearance	No general student financial or academic edits
Reception / security	Visitor identity, host and pass records	Record arrivals, departures and valid gate passes	No academic, fee or payroll access
HR team / reporting manager	Authorised employee records and reports	Employment records, leave approval and payroll inputs	Salary and bank details limited to authorised staff
Student	Own verified profile and linked services	Submit forms, applications, work and requests	Cannot approve own records or edit published results
Parent / guardian	Only verified linked student information	View permitted updates and respond to communication	No unrelated students; no staff or HR access
System administrator	Accounts, roles and technical configuration	Provision access and maintain technical settings	Does not acquire business approval authority

Common approval pattern

Request / entry: the record owner enters details and attaches evidence.
Verification: the responsible office checks completeness, identity and supporting records.
Approval: the designated authority accepts, returns for correction or rejects with a reason.
Posting / publication: approved changes become visible to permitted users.
History: the system retains the actor, timestamp and before/after change or transaction reference.

Module 01 / 13 · Student lifecycle

Admission Counselling & Front Office

Bring enquiries, counselling, applications and confirmed admissions into one traceable journey. Once admission is confirmed, create the student record without retyping the applicant’s details.

Enquiry deskCounsellor follow-upsApplication & documentsSeat allocationAdmission handoff

The working flow

What happens, step by step

Reception records an enquiry and captures the source.
Admission officer assigns a counsellor and follow-up date.
Counsellor records discussions, course preference and next action.
Applicant completes the application and supplies required documents.
Admission officer verifies eligibility, documents and available seats.
Admission authority approves or rejects with a reason.
Confirmed admission creates the student ID and applicable fee schedule.

How this connects

Confirmed admission supplies identity, programme, batch and admission route to Student Records; Accounts assigns the approved fee structure.

One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

41 field entries

01 / Enquiry & counselling

17 fields

Enquiry & counselling: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Enquiry number	Automatic ID	System generated	Reception / counsellor	Admission officer
Enquiry date and time	Date/time	System generated	Reception / counsellor	Admission officer
Enquiry source	Select: walk-in / call / website / referral	Required	Reception / counsellor	Admission officer
Applicant full name	Text	Required	Reception / counsellor	Admission officer
Applicant mobile	Telephone	Required	Reception / counsellor	Admission officer
Applicant email	Email	If available	Reception / counsellor	Admission officer
Parent / guardian name	Text	Required	Reception / counsellor	Admission officer
Parent / guardian mobile	Telephone	Required	Reception / counsellor	Admission officer
Interested programme and branch	Select	Required	Reception / counsellor	Admission officer
Previous qualification	Select	Required	Reception / counsellor	Admission officer
Assigned counsellor	Staff lookup	Required	Reception / counsellor	Admission officer
Follow-up date	Date/time	Required	Reception / counsellor	Admission officer
Follow-up outcome	Select	Required	Reception / counsellor	Admission officer
Counselling notes	Long text	Required	Reception / counsellor	Admission officer
Next action	Long text	Required	Reception / counsellor	Admission officer
Enquiry status	Select: new / contacted / applied / closed	Required	Reception / counsellor	Admission officer
Closure reason	Long text	When closed	Reception / counsellor	Admission officer

02 / Application & verification

13 fields

Application & verification: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Application number	Automatic ID	System generated	Applicant / admission officer	Admission officer
Application date	Date	Required	Applicant / admission officer	Admission officer
Date of birth	Date	Required	Applicant / admission officer	Admission officer
Admission category / quota	Select	Required	Applicant / admission officer	Admission officer
Entrance examination name	Text	If applicable	Applicant / admission officer	Admission officer
Entrance roll number, score and rank	Text / number	If applicable	Applicant / admission officer	Admission officer
Qualifying examination marks	Percentage	Required	Applicant / admission officer	Admission officer
Course preferences	Ordered choices	Required	Applicant / admission officer	Admission officer
Identity and academic documents	Document checklist	Required	Applicant / admission officer	Admission officer
Originals verified	Yes / no	Required	Applicant / admission officer	Admission officer
Missing documents and deadline	Checklist / date	If incomplete	Applicant / admission officer	Admission officer
Eligibility decision	Select: eligible / review / not eligible	Required	Applicant / admission officer	Admission officer
Verification remarks	Long text	If review or rejected	Applicant / admission officer	Admission officer

03 / Admission decision & handoff

11 fields

Admission decision & handoff: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Offered programme / branch	Select	Required	Admission officer	Admission authority
Seat category and allotment reference	Text	Required	Admission officer	Admission authority
Admission route	Select: first year / lateral entry / transfer	Required	Admission officer	Admission authority
Entry academic year	Number	Required	Admission officer	Admission authority
Batch and academic session	Select	Required	Admission officer	Admission authority
Admission decision	Select: pending / confirmed / rejected / withdrawn	Required	Admission officer	Admission authority
Decision reason	Long text	If rejected or withdrawn	Admission officer	Admission authority
Approved by and approval date	Audit record	System generated	Admission officer	Admission authority
Fee structure reference	Linked record	Required	Accounts	Finance officer
Student ID and enrolment handoff	Linked record	After confirmation	Admission officer	Admission authority
Cancellation / refund reference	Linked record	If applicable	Admission officer	Finance officer

Approvals & operating rules

Only the admission authority confirms admission or approves an exception.
Duplicate enquiries are linked after checking mobile number, email and applicant identity.
A changed programme or admission category must be re-verified before final confirmation.

Keep people informed

Notifications

Counsellor: newly assigned enquiry and overdue follow-up.
Applicant: application receipt, missing documents and admission decision.
Student section and accounts: confirmed admission handoff.

Make decisions clearly

Reports

Enquiries by source and programme
Counsellor follow-up ageing
Enquiry-to-admission conversion
Seats offered, confirmed and available
Incomplete applications and pending verification

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 02 / 13 · Student lifecycle

Student Records

Maintain one verified master record for every student. View personal details, academic progress, documents, annual fee accounts, scholarship renewals and placement history together.

Master profileAcademic journeyDocument registerAnnual account linksStatus & history

The working flow

What happens, step by step

Confirmed admission creates a unique student record.
Student supplies permitted profile details and supporting documents.
Student section verifies identity, guardians and enrolment details.
HOD allocates the department, class and mentor; faculty updates academic records.
Year and semester progression adds new academic records while preserving earlier years.
Graduation, transfer or withdrawal triggers exit checks and a permanent history.

How this connects

The student ID links Admissions, Fees, Scholarships, LMS, Library, Certificates and Placement. Each office maintains only its own authoritative information.

Explore this workflow →

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

49 field entries

01 / Identity & contacts

21 fields

Identity & contacts: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Student ID	Automatic ID	System generated	Student / student section	Student section
University enrolment number	Text	When assigned	Student / student section	Student section
College roll number	Text	Required	Student / student section	Student section
Full name as per documents	Text	Required	Student / student section	Student section
Photograph	Image upload	Required	Student / student section	Student section
Date of birth	Date	Required	Student / student section	Student section
Gender	Select	As institution requires	Student / student section	Student section
Category	Select	Where applicable	Student / student section	Student section
Nationality	Text	Required	Student / student section	Student section
Mobile number	Telephone	Required	Student / student section	Student section
Email address	Email	Required	Student / student section	Student section
Permanent address	Long text	Required	Student / student section	Student section
Correspondence address	Long text	Required	Student / student section	Student section
City, state and postal code	Text	Required	Student / student section	Student section
Parent / guardian name and relationship	Text	Required	Student / student section	Student section
Guardian occupation	Text	Optional	Student / student section	Student section
Guardian mobile and email	Telephone / email	Required	Student / student section	Student section
Emergency contact name and relationship	Text	Required	Student / student section	Student section
Emergency contact number	Telephone	Required	Student / student section	Student section
Blood group	Select	Optional	Student / student section	Student section
Accessibility / support requirements	Long text	Optional; restricted access	Student / student section	Student section

02 / Admission & academic mapping

15 fields

Admission & academic mapping: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Admission application reference	Linked record	Required	Student section	HOD / student section
Admission date	Date	Required	Student section	HOD / student section
Admission route	Select: regular / lateral entry / transfer	Required	Student section	HOD / student section
Programme and branch	Select	Required	Student section	HOD / student section
Course duration in years	Number	Required	Student section	HOD / student section
Entry year	Number	Required	Student section	HOD / student section
Batch / admission session	Select	Required	Student section	HOD / student section
Current study year	Number	Required	Student section	HOD / student section
Current semester	Number	Required	Student section	HOD / student section
Section	Select	Required	Student section	HOD / student section
Assigned mentor	Staff lookup	Required	Student section	HOD / student section
Previous school / college and board	Text	Required	Student section	HOD / student section
Previous qualification and passing year	Text / year	Required	Student section	HOD / student section
Previous marks and percentage	Number	Required	Student section	HOD / student section
Transfer / equivalence details	Document / text	For transfer students	Student section	HOD / student section

03 / Academic records & documents

13 fields

Academic records & documents: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Semester and academic session	Select	Required	Faculty / student section	HOD / student section
Subject-wise marks / grade	Number / select	Required	Faculty	HOD
SGPA and CGPA	Calculated number	System generated	System	HOD
Attendance summary	Calculated percentage	System generated	System	Assigned faculty
Active and cleared backlogs	Linked subject list	Required	Faculty	HOD
Document name and reference	Text	Required	Faculty / student section	HOD / student section
Document file and submission date	File / date	Required	Faculty / student section	HOD / student section
Verification status and remarks	Select / text	Required	Faculty / student section	HOD / student section
Verifier and verification date	Audit record	System generated	Faculty / student section	HOD / student section
Student status	Select: active / graduated / transferred / withdrawn	Required	Faculty / student section	HOD / student section
Exit date and reason	Date / text	On exit	Faculty / student section	HOD / student section
Clearance references	Linked records	On exit	Faculty / student section	HOD / student section
Change history: old value, new value, actor, date	Audit log	System generated	System	Authorised reviewer

Approvals & operating rules

Students request changes to verified identity; they cannot silently overwrite it.
Faculty edit only their assigned academic records; HOD approves corrections after publication.
Course duration and entry year determine applicable annual records. Earlier lateral-entry years are not treated as unpaid years.

Keep people informed

Notifications

Student: document correction and profile-verification requests.
Mentor: academic concerns and assigned advisees.
Student section: progression, transfer and exit actions.

Make decisions clearly

Reports

Student master by batch, branch and status
Missing or expired documents
Semester results, attendance and backlog summary
Student-wise fee and scholarship history
Graduation and exit-clearance register

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 03 / 13 · Student lifecycle

Fees & Dues

Keep a separate fee ledger for every applicable year. Show student payments separately from scholarships, with traceable receipts, concessions, refunds and outstanding instalments.

Fee structuresYear-wise ledgerReceipts & refundsInstalments & duesReconciliation

The working flow

What happens, step by step

Finance approves the fee structure for programme, batch and year.
Accounts assigns charges and an instalment schedule to the student.
Approved concessions and adjustments change the net payable amount.
Accounts posts verified student payments and issues receipts.
Only received and allocated scholarship money is credited to fees.
The ledger recalculates outstanding, overdue and excess credit; approved refunds remain visible.

How this connects

Fee structure comes from admission and programme data. Scholarship credits originate in verified scholarship receipts. Library fines and approved other charges can link by reference without duplicate collection.

Explore this workflow →

Worked example · fictional student

First year to final year: one clear fee statement

Aarav Sharma · B.Tech, Computer Science · As of 13 September 2026.

Study year	Charges	Concession	Student paid	Scholarship credited	Outstanding
Year 1	₹75,000	₹0	₹50,000	₹25,000	₹0
Year 2	₹80,000	₹5,000	₹50,000	₹25,000	₹0
Year 3	₹85,000	₹0	₹40,000	₹30,000	₹15,000
Year 4	₹85,000	₹0	₹30,000	₹20,000	₹35,000

Year 4 example: ₹85,000 assessed − ₹30,000 student payment − ₹20,000 scholarship credit = ₹35,000 outstanding. A pending ₹10,000 scholarship receipt does not reduce this balance. Outstanding and overdue are separate: the remaining Year 4 amount is not overdue until its instalment deadline passes.

What the accounts officer opens

Student → academic year → fee heads → instalments → receipts → concessions / refunds → outstanding. Every year has an independent ledger and a linked receipt history.

What the student / parent sees

Annual assessed amount, student payments, scholarship credits, receipts, upcoming due dates, overdue amount and excess credit. Approved institutional entries are read-only.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

38 field entries

01 / Structure & assessment

13 fields

Structure & assessment: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Fee structure ID and version	Automatic ID	System generated	Accounts	Finance officer
Programme, branch and batch	Select	Required	Accounts	Finance officer
Academic year and study year	Select	Required	Accounts	Finance officer
Fee head	Select: tuition / examination / library / other	Required	Accounts	Finance officer
Assessed amount	Currency	Required	Accounts	Finance officer
Instalment number	Number	Required	Accounts	Finance officer
Instalment amount	Currency	Required	Accounts	Finance officer
Instalment due date	Date	Required	Accounts	Finance officer
Concession type and reason	Select / text	If applicable	Accounts	Finance officer
Concession amount and approval	Currency / linked approval	If applicable	Accounts	Finance officer
Debit / credit adjustment amount	Signed currency	If applicable	Accounts	Finance officer
Adjustment reason and reference	Text	For adjustment	Accounts	Finance officer
Approved net payable	Calculated currency	System generated	System	Accounts

02 / Payments, scholarships & refunds

14 fields

Payments, scholarships & refunds: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Student ID and study year	Linked record	Required	Accounts	Finance officer / reconciliation officer
Transaction ID	Automatic ID	System generated	Accounts	Finance officer / reconciliation officer
Transaction date	Date	Required	Accounts	Finance officer / reconciliation officer
Transaction type	Select: student payment / scholarship credit / refund	Required	Accounts	Finance officer / reconciliation officer
Amount	Currency	Required	Accounts	Finance officer / reconciliation officer
Payment method	Select: cash / bank / UPI / cheque	Required	Accounts	Finance officer / reconciliation officer
Bank / UPI / cheque reference	Text	For non-cash payment	Accounts	Finance officer / reconciliation officer
Receipt number	Automatic ID	On verified receipt	Accounts	Finance officer / reconciliation officer
Payment verification status	Select	Required	Accounts	Finance officer / reconciliation officer
Scholarship receipt and allocation reference	Linked record	For scholarship credit	Accounts	Finance officer / reconciliation officer
Refund destination and original payment	Text / linked record	For refund	Accounts	Finance officer / reconciliation officer
Refund reason and approval	Text / approval	For refund	Accounts	Finance officer / reconciliation officer
Posted by and posted at	Audit record	System generated	Accounts	Finance officer / reconciliation officer
Reversal / correction reference	Linked record	For correction	Accounts	Finance officer / reconciliation officer

03 / Balances & reconciliation

11 fields

Balances & reconciliation: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Total assessed charges	Calculated currency	System generated	System	Accounts
Approved concessions	Calculated currency	System generated	System	Accounts
Approved adjustments	Calculated currency	System generated	System	Accounts
Total student payments	Calculated currency	System generated	System	Accounts
Student refunds	Calculated currency	System generated	System	Accounts
Posted scholarship credits	Calculated currency	System generated	System	Accounts
Outstanding amount	Calculated currency	System generated	System	Accounts
Overdue amount as of selected date	Calculated currency	System generated	System	Accounts
Excess credit	Calculated currency	System generated	System	Accounts
Instalment settlement status	Calculated status	System generated	System	Accounts
Bank reconciliation date and remarks	Date / text	After reconciliation	Accounts	Accounts

Approvals & operating rules

Fee changes, concessions, refunds and manual adjustments require finance approval.
A sanctioned scholarship is not a payment. Direct-to-student scholarship receipts do not reduce college dues.
Every payment, allocation and refund keeps a reference; corrections use reversing entries rather than deleting history.

Keep people informed

Notifications

Student / linked parent: receipt issued and upcoming or overdue instalment.
Accounts: unmatched payment, unallocated scholarship receipt and excess credit.
Finance officer: pending concessions, refund and adjustment requests.

Make decisions clearly

Reports

Year 1–final year student payment summary
Fee-head collection and outstanding
Overdue instalments by batch / branch
Concession and refund approval register
Scholarship allocations and bank reconciliation

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 04 / 13 · Student lifecycle

Scholarships

Track every year’s scholarship application independently, including form completion, verification, corrections, sanction, money received and fee allocation. Keep scheme-specific requirements configurable.

Annual forms & renewalsEligibility documentsVerification & correctionsSanction & receiptsFee allocations

The working flow

What happens, step by step

Scholarship officer records the scheme and proposed checklist.
Student fills a fresh application or renewal for the applicable year.
Officer checks eligibility evidence and requests any correction.
Submitted application is tracked using its external acknowledgement.
Officer records the sanction decision and amount from supporting evidence.
Accounts records who received the money and how much; only college receipts can be allocated to fees.

How this connects

Reuse verified student information and link every allocation to the exact student-year fee account. A renewal never overwrites an earlier application.

Explore this workflow →

Annual forms · fictional example

Do not lose the first-year form at renewal

Each row below represents a separate application with its own form, documents and history.

Study year	Form / type	Filled	Submitted	Verified	Sanctioned	Received / applied
Year 1	SCH-AS-2023 · Fresh	05 Jul 2023	10 Jul 2023	14 Jul 2023	₹25,000	₹25,000 / ₹25,000
Year 2	SCH-AS-2024 · Renewal	05 Jul 2024	10 Jul 2024	14 Jul 2024	₹25,000	₹25,000 / ₹25,000
Year 3	SCH-AS-2025 · Renewal	05 Jul 2025	10 Jul 2025	14 Jul 2025	₹30,000	₹30,000 / ₹30,000
Year 4	SCH-AS-2026 · Renewal	05 Jul 2026	10 Jul 2026	14 Jul 2026	₹30,000	₹20,000 / ₹20,000

Final-year follow-up: the Year 4 form is complete, submitted and verified; ₹30,000 is sanctioned, but only ₹20,000 has been received by the college and applied to fees. The scholarship desk follows up on the remaining ₹10,000. Accounts changes the fee ledger only after a verified receipt is allocated.

For longer or shorter programmes, the same component repeats for the configured duration. Years before lateral entry display “Not applicable” rather than “Form not filled”. Scheme-specific fields remain configurable.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

40 field entries

01 / Annual application & eligibility

18 fields

Annual application & eligibility: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Student ID	Linked record	Required	Student	Scholarship officer
Study year and academic session	Select	Required	Student	Scholarship officer
Scheme name and authority	Text	Required	Student	Scholarship officer
Application type	Select: fresh / renewal	Required	Student	Scholarship officer
Eligibility category	Select	As scheme requires	Student	Scholarship officer
Income certificate reference and validity	Text / date	As scheme requires	Student	Scholarship officer
Category / domicile certificate	File / reference	As scheme requires	Student	Scholarship officer
Academic result and attendance evidence	Linked record / file	As scheme requires	Student	Scholarship officer
Bank beneficiary name and masked account	Text	For disbursement	Student	Scholarship officer
Bank name and IFSC	Text	For disbursement	Student	Scholarship officer
Form filled?	Yes / no	Required	Student	Scholarship officer
Form completion date	Date	If filled	Student	Scholarship officer
Form submitted?	Yes / no	Required	Student	Scholarship officer
Application / renewal number	Text	If submitted	Student	Scholarship officer
Submission date and acknowledgement	Date / file	If submitted	Student	Scholarship officer
Submitted form copy	File	If submitted	Student	Scholarship officer
Required document checklist	Checklist	Required	Student	Scholarship officer
Documents complete?	Yes / no	Required	Student	Scholarship officer

02 / Verification & correction

10 fields

Verification & correction: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Verification status	Select: pending / verified / correction required / rejected	Required	Scholarship officer	Designated scholarship authority
Verified by and date	Staff / date	When verified	Scholarship officer	Designated scholarship authority
Correction required?	Yes / no	Required	Scholarship officer	Designated scholarship authority
Correction details and deadline	Long text / date	If correction required	Scholarship officer	Designated scholarship authority
Resubmission date and file	Date / file	After correction	Scholarship officer	Designated scholarship authority
External application status	Select	Required	Scholarship officer	Designated scholarship authority
Sanction decision	Select: pending / sanctioned / rejected	Required	Scholarship officer	Designated scholarship authority
Sanction reference and date	Text / date	If sanctioned	Scholarship officer	Designated scholarship authority
Sanctioned amount	Currency	If sanctioned	Scholarship officer	Designated scholarship authority
Rejection reason	Long text	If rejected	Scholarship officer	Designated scholarship authority

03 / Disbursement & fee allocation

12 fields

Disbursement & fee allocation: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Scholarship receipt ID	Automatic ID	On receipt	Accounts	Reconciliation officer
Received amount	Currency	On receipt	Accounts	Reconciliation officer
Receipt date	Date	On receipt	Accounts	Reconciliation officer
Beneficiary destination	Select: college / student	Required	Accounts	Reconciliation officer
Bank transaction reference	Text	On receipt	Accounts	Reconciliation officer
Receipt verified?	Yes / no	Required	Accounts	Reconciliation officer
Amount allocated to fees	Currency	For verified college receipt	Accounts	Reconciliation officer
Target student and fee year	Linked record	For allocation	Accounts	Reconciliation officer
Fee credit transaction reference	Linked record	On allocation	Accounts	Reconciliation officer
Unallocated college receipt balance	Calculated currency	System generated	System	Reconciliation officer
Sanctioned amount still pending	Calculated currency	System generated	System	Reconciliation officer
Receipt / allocation remarks	Long text	Optional	Accounts	Reconciliation officer

Approvals & operating rules

Application approval and receipt confirmation are separate actions.
Scheme eligibility, documents and renewal deadlines must be confirmed with the institute before production.
No automatic government-portal submission is implied. External submission references are recorded in the ERP.

Keep people informed

Notifications

Student: form pending, submission deadline and correction request.
Scholarship officer: verification backlog and missing external acknowledgements.
Accounts / student: sanction updates, receipt confirmation and fee allocation.

Make decisions clearly

Reports

Year-wise forms not filled / not submitted
Missing documents and correction ageing
Submitted versus sanctioned applications
Sanctioned versus received amounts
College receipts, direct student receipts and fee allocations

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 05 / 13 · Student lifecycle

Training & Placement

Create a drive, invite eligible students, collect applications in one place, record event attendance and move successful candidates through company-defined interview rounds. Company HR sees only its assigned drive.

Company & drive setupEligibility & invitationsRegistration form & QRAttendance & queueInterview roundsOffers & training

The working flow

What happens, step by step

Placement officer creates the drive, eligibility and registration form.
System identifies eligible students and shows exclusion reasons.
Officer selects recipients and sends an ERP invitation with form link and QR.
Signed-in student registers using prefilled information and drive-specific answers.
On interview day, present registered students scan an active attendance QR.
Officer calls students from the queue; HR records round-wise evaluation.
Passed students advance; failed, held and absent students remain in the relevant round.
Final selections progress to offer, acceptance and joining records.

How this connects

Eligibility uses verified academic and student records. Registration reuses the student profile. Only consented candidate information is shared with the assigned HR.

Explore this workflow →

Two QR codes. Two different purposes.

Registration first. Attendance on interview day.

Registration QR / link

Drive created → form published → eligible students selected → ERP invitations sent → student opens the form → shared details prefilled → answers, resume and consent submitted → one application table.

Attendance QR / link

Interview event opened → event QR generated → registered student signs in and scans → event and time validated → one attendance entry → student joins the interview queue.

Example: company-defined interview tabs

01Aptitude

Present student is called and evaluated.

PASSTechnical

Only aptitude-passed students advance.

PASSHR round

Only technical-passed students advance.

PASSSelected

Final pass records the selection.

OFFERAccepted

Offer issue and acceptance are separate.

JOINJoined

Actual joining is recorded later.

If failed: the student stays in the round where they failed, with feedback and score visible. If held: the student stays for review; resolving the hold creates a new decision and retains the original one. Round ordering is locked once evaluations begin.

Company HR dashboard: assigned company drive, consented candidate applications, attendance/queue, current interview tab, score, feedback, decision and offer outcomes. It excludes fee ledgers, scholarship evidence, payroll and other company drives.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

45 field entries

01 / Company & drive

14 fields

Company & drive: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Company ID and legal name	Text	Required	Placement officer	Placement head
Company website and industry	URL / text	Required	Placement officer	Placement head
HR name, designation and email	Text / email	Required	Placement officer	Placement head
HR contact number	Telephone	Required	Placement officer	Placement head
Assigned HR account	User lookup	Required	Placement officer	Placement head
Drive title and job role	Text	Required	Placement officer	Placement head
Job description	Long text / file	Required	Placement officer	Placement head
Package and compensation notes	Currency / text	Required	Placement officer	Placement head
Job location and work mode	Text / select	Required	Placement officer	Placement head
Employment type and bond terms	Select / long text	Required	Placement officer	Placement head
Registration opening and closing	Date/time	Required	Placement officer	Placement head
Interview date, time and venue	Date/time / text	Required	Placement officer	Placement head
Required documents	Checklist	Required	Placement officer	Placement head
Drive status	Select: draft / open / closed / completed	Required	Placement officer	Placement head

02 / Eligibility, invitation & application

14 fields

Eligibility, invitation & application: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Eligible programmes, branches and batches	Multi-select	Required	Placement officer / student	Placement officer
Minimum academic percentage / CGPA	Number	Required	Placement officer / student	Placement officer
Maximum active backlogs	Number	Required	Placement officer / student	Placement officer
Allowed placement status	Select	Required	Placement officer / student	Placement officer
Eligibility exclusion reason	Calculated text	System generated	System	Placement officer
Selected invitation recipients	Student list	Required	Placement officer / student	Placement officer
Invitation channel, date and delivery status	Audit record	On invitation	Placement officer / student	Placement officer
Registration form questions and required flags	Question list	Required	Placement officer / student	Placement officer
Registration URL and QR	Generated link / QR	After publication	System	Placement officer
Student ID and prefilled academic profile	Linked record	Required	Placement officer / student	Placement officer
Drive-specific answers	Form inputs	Required	Student	Placement officer
Resume and required documents	Files	Required	Student	Placement officer
Sharing consent and date	Checkbox / date	Required	Student	Placement officer
Application ID, submitted time and status	Audit record	On submission	System	Placement officer

03 / Attendance, queue & interviews

17 fields

Attendance, queue & interviews: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Attendance event ID and valid window	ID / date-time	Required	Placement officer / company HR	Placement head
Attendance QR token and expiry	Generated token	System generated	System	Placement head
Student, event and check-in timestamp	Attendance record	On valid scan	System	Placement head
Attendance source and operator	Audit record	On check-in	System	Placement head
Queue number and state	Number / select	Required	Placement officer / company HR	Placement head
Round name and order	Editable ordered list	Required	Placement officer / company HR	Placement head
Assigned interviewer	User lookup	Required	Placement officer / company HR	Placement head
Called time, start time and completion time	Date/time	During interview	Placement officer / company HR	Placement head
Round score	Number	Required	Assigned company HR	Placement head
Evaluation feedback	Long text	Required	Assigned company HR	Placement head
Round decision	Select: pass / fail / hold / absent	Required	Assigned company HR	Placement head
Decision actor and timestamp	Audit record	System generated	System	Placement head
Final selection and offer status	Select	Required	Placement officer / HR	Placement head
Offer reference, package and issue date	Text / currency / date	If offered	Placement officer / company HR	Placement head
Acceptance decision and joining date	Select / date	If applicable	Placement officer / company HR	Placement head
Training topic, trainer, schedule and attendance	Text / date / records	For training event	Placement officer / company HR	Placement head
Assessment result and readiness notes	Number / text	After training	Placement officer / company HR	Placement head

Approvals & operating rules

Only the placement team configures a drive; company HR evaluates assigned candidates.
Lock ordinary round reordering once evaluation starts. Preserve each round’s score, decision and reviewer.
Production attendance must validate login, registration, eligibility, event window and a short-lived QR token on the server.

Keep people informed

Notifications

Eligible student: invitation, registration deadline and interview schedule.
Present student: queue call and next-round instruction.
Placement team / HR: registrations, attendance and round outcomes.
Selected student: offer and acceptance deadline.

Make decisions clearly

Reports

Eligible, invited, registered and present funnel
Applications by programme / branch
Round-wise pass / fail / hold / absent
Selected, offered, accepted and joined students
Company, package and placement summary
Training attendance and readiness

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 06 / 13 · Academics & people

Student, Faculty & Parent Portals

Give students, faculty and linked parents a simple home page for their daily work. Display shared records from the responsible modules instead of maintaining separate copies.

Student homeFaculty workspaceLinked parent viewNotices & requests

The working flow

What happens, step by step

System administrator creates an account with an approved role.
Student section verifies parent-to-student links.
User sees only permitted records and assigned actions.
Requests route to the responsible office and retain status history.
Published results, receipts and notices appear automatically from source modules.

How this connects

Portals are views into Student Records, Fees, Scholarships, LMS and Placement; the original module remains the source of truth.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

21 field entries

01 / Account & access

8 fields

Account & access: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
User ID	Automatic ID	System generated	System administrator / student section	Authorised department owner
Role and account status	Select	Required	System administrator / student section	Authorised department owner
Linked student / employee ID	Linked record	Required	System administrator / student section	Authorised department owner
Verified email and mobile	Email / telephone	Required	System administrator / student section	Authorised department owner
Parent relationship and verification	Text / approval	For parent accounts	System administrator / student section	Authorised department owner
Assigned classes / departments	Linked records	For faculty	System administrator / student section	Authorised department owner
Activation and deactivation date	Date	Required	System administrator / student section	Authorised department owner
Role change reason and approval	Text / approval	For changes	System administrator / student section	Authorised department owner

02 / Home page & services

13 fields

Home page & services: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Student profile and academic summary	Linked view	System generated	Source module / user	Relevant office
Attendance and published results	Linked view	System generated	Source module / user	Relevant office
Annual fees, dues and receipts	Linked view	System generated	Source module / user	Relevant office
Scholarship form and renewal progress	Linked view	System generated	Source module / user	Relevant office
Learning materials and assignments	Linked view	System generated	Source module / user	Relevant office
Placement invitations and applications	Linked view	System generated	Source module / user	Relevant office
Notice title, audience, content and expiry	Text / select / date	Required	Authorised staff	Relevant office
Acknowledgement status	Yes / no	When required	Recipient	Relevant office
Request category and description	Select / long text	Required	User	Relevant office
Request attachments	Files	If required	User	Relevant office
Assigned office and response deadline	Select / date	Required	Service desk	Relevant office
Request status, response and history	Select / long text	Required	Responsible office	Relevant office
Parent communication preference	Select	Optional	Verified parent	Relevant office

Approvals & operating rules

Parent access requires a verified relationship and the institute’s access policy.
Users cannot edit published marks, paid receipts or approved scholarship decisions through a portal.
Role changes and account deactivation are recorded and reviewed.

Keep people informed

Notifications

User: relevant notices, request updates and deadlines.
Faculty: assigned classes, submissions and advisee requests.
Linked parent: permitted attendance, fee and institutional updates.

Make decisions clearly

Reports

Account activation and role assignments
Pending service requests by office
Notice audience and acknowledgement
Parent-link verification register

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 07 / 13 · Academics & people

Learning Management System

Organise subjects, teaching materials, attendance, assignments and assessments by programme, semester and class. Students see their own learning work and published results.

Subject & class setupTeaching resourcesAssignments & quizzesAttendance & assessment

The working flow

What happens, step by step

HOD approves subject and faculty allocation.
Faculty adds syllabus, timetable and learning resources.
Faculty publishes assignments or quizzes with deadlines.
Students submit work; late or missing work is clearly identified.
Faculty records attendance, evaluates submissions and publishes feedback.
HOD reviews progress and authorises corrections where required.

How this connects

Student/class mapping comes from Student Records. Published academic summaries support portals and placement eligibility.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

22 field entries

01 / Academic setup & teaching

9 fields

Academic setup & teaching: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Programme, branch, semester and section	Select	Required	Faculty / academic coordinator	HOD
Subject code and title	Text	Required	Faculty / academic coordinator	HOD
Credits and subject type	Number / select	Required	Faculty / academic coordinator	HOD
Assigned faculty	Staff lookup	Required	Faculty / academic coordinator	HOD
Syllabus units and learning outcomes	Long text / file	Required	Faculty / academic coordinator	HOD
Timetable day, period, room and effective dates	Schedule	Required	Faculty / academic coordinator	HOD
Resource title, type, file / URL and topic	Text / file / URL	Required	Faculty / academic coordinator	HOD
Resource visibility and publication date	Select / date	Required	Faculty / academic coordinator	HOD
Syllabus coverage and completion date	Percentage / date	Required	Faculty / academic coordinator	HOD

02 / Assignments, quizzes & assessment

13 fields

Assignments, quizzes & assessment: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Assignment title, instructions and subject	Text / linked record	Required	Faculty / student	Assigned faculty / HOD
Maximum marks and rubric	Number / long text	Required	Faculty / student	Assigned faculty / HOD
Issue date and submission deadline	Date/time	Required	Faculty / student	Assigned faculty / HOD
Submission file and timestamp	File / audit record	Required	Student	Faculty
Late / missing submission status	Calculated status	System generated	System	Faculty
Quiz questions, options and answer key	Question list	Required	Faculty	HOD
Quiz duration and attempt limit	Number	Required	Faculty / student	Assigned faculty / HOD
Marks, grade and feedback	Number / text	Required	Faculty	HOD
Publication status and date	Select / date	Required	Faculty	HOD
Attendance session date and period	Date / number	Required	Faculty	HOD
Student present / absent / approved leave	Select	Required	Faculty	HOD
Attendance percentage and progress summary	Calculated view	System generated	System	Faculty
Correction reason and history	Audit record	On change	Faculty / student	HOD

Approvals & operating rules

Only assigned faculty maintain the class; HOD approves faculty allocation.
Published marks retain a correction history.
Attendance and assessment policy must be confirmed with the institute.

Keep people informed

Notifications

Students: new material, assignment deadline and published feedback.
Faculty: pending submissions and evaluation work.
HOD / mentor: low attendance and academic progress concerns.

Make decisions clearly

Reports

Class attendance and shortage list
Assignment submission and evaluation status
Subject and semester performance
Syllabus coverage and teaching progress

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 08 / 13 · Campus operations

Visitor & Gate Management

Record appointments, visitor entry and exit, and student gate passes with clear approval and permitted return times. Keep the gate team focused on the information it needs.

Visitor appointmentHost approvalEntry / exitStudent gate passes

The working flow

What happens, step by step

Reception registers visitor details and visit purpose.
Host approves or declines the appointment.
Security verifies identity and issues or checks the pass.
Security records entry and exit against the same pass.
For student passes, authorised staff approve the reason and return window.
Late returns and open visits are flagged for follow-up.

How this connects

Student passes reference Student Records; employee hosts reference HR. Gate approval is independent of academic or financial decisions.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

20 field entries

01 / Visitor & appointment

11 fields

Visitor & appointment: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Visit / appointment ID	Automatic ID	System generated	Reception	Host
Visitor name and mobile	Text / telephone	Required	Reception	Host
Organisation and visitor count	Text / number	Required	Reception	Host
Identity document type and masked reference	Select / text	Required	Reception	Host
Purpose of visit	Long text	Required	Reception	Host
Host name and department	Staff lookup	Required	Reception	Host
Appointment date and time	Date/time	Required	Reception	Host
Approval status, approver and remarks	Select / audit record	Required	Reception	Host
Vehicle number	Text	If applicable	Reception	Host
Pass number / QR and validity	Generated record	After approval	Reception	Host
Entry and exit timestamps	Date/time	At gate	Security	Security supervisor

02 / Student gate pass

9 fields

Student gate pass: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Student ID and contact	Linked record	Required	Student / security	Designated student authority
Pass reason and destination	Long text	Required	Student / security	Designated student authority
Requested departure and return	Date/time	Required	Student / security	Designated student authority
Guardian confirmation reference	Text	If policy requires	Student / security	Designated student authority
Approver, decision and remarks	Audit record	Required	Student / security	Designated student authority
Permitted departure and return	Date/time	Required	Student / security	Designated student authority
Actual departure and return	Date/time	At gate	Security	Security supervisor
Pass state: requested / approved / out / returned / expired	Select	Required	Student / security	Designated student authority
Late-return duration and follow-up	Calculated number / text	If overdue	Student / security	Designated student authority

Approvals & operating rules

Visitors require host approval under the institute’s gate policy.
Students cannot approve their own gate passes.
Security sees identity and pass status, not academic or financial records.

Keep people informed

Notifications

Host: visitor arrival and approval request.
Student: gate-pass decision.
Responsible authority: overdue return or unclosed visitor pass.

Make decisions clearly

Reports

Visitors currently on campus
Daily entry / exit register
Visits by host and purpose
Student pass approval and late-return log

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 09 / 13 · Campus operations

Asset Management

Track equipment from purchase and allocation through maintenance, physical verification and disposal. Keep departmental responsibility and location changes visible.

Asset registerAllocation & transferMaintenanceStock verificationDisposal

The working flow

What happens, step by step

Asset officer registers purchased equipment and supporting invoice.
Department accepts allocation and names a custodian.
Approved transfers update location and responsibility with history.
Custodian reports faults; maintenance records work and costs.
Physical verification reconciles actual condition and location.
Authorised officer approves disposal and records the outcome.

How this connects

Purchases and repair costs link to Expenses. Employee custodians link to HR; exit clearance checks unreturned assets.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

20 field entries

01 / Asset register

10 fields

Asset register: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Asset ID / tag	Automatic ID	System generated	Asset officer	Administration officer
Asset name, category and specification	Text / select	Required	Asset officer	Administration officer
Manufacturer, model and serial number	Text	Required	Asset officer	Administration officer
Purchase date and purchase value	Date / currency	Required	Asset officer	Administration officer
Vendor and invoice reference	Linked record	Required	Asset officer	Administration officer
Warranty start, end and terms	Date / text	Required	Asset officer	Administration officer
Campus, building, room and department	Select	Required	Asset officer	Administration officer
Custodian employee ID	Staff lookup	Required	Asset officer	Administration officer
Condition and operating status	Select	Required	Asset officer	Administration officer
Supporting invoice and asset photograph	Files	Required	Asset officer	Administration officer

02 / Lifecycle events

10 fields

Lifecycle events: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Allocation date and acknowledgement	Date / approval	Required	Custodian / asset officer	Administration officer
Transfer from / to location and custodian	Linked records	Required	Custodian / asset officer	Administration officer
Transfer reason, approval and effective date	Text / approval / date	Required	Custodian / asset officer	Administration officer
Fault report date and description	Date / long text	Required	Custodian / asset officer	Administration officer
Service provider, work performed and cost	Text / currency	Required	Custodian / asset officer	Administration officer
Maintenance due and completed date	Date	Required	Custodian / asset officer	Administration officer
Verification date, verifier and observed condition	Date / staff / select	Required	Custodian / asset officer	Administration officer
Discrepancy and corrective action	Long text	If mismatch	Custodian / asset officer	Administration officer
Disposal reason, approval and date	Text / approval / date	On disposal	Custodian / asset officer	Administration officer
Disposal method and recovery value	Select / currency	On disposal	Custodian / asset officer	Administration officer

Approvals & operating rules

Transfer requires releasing and receiving acknowledgement.
Disposal and write-off require authorised approval and supporting evidence.
Asset IDs remain unique after disposal and are not reused.

Keep people informed

Notifications

Custodian: allocation or transfer awaiting acknowledgement.
Asset officer: warranty expiry, maintenance due and verification discrepancy.
Approver: disposal or write-off request.

Make decisions clearly

Reports

Asset register by location and department
Custodian allocation history
Warranty and maintenance due
Physical stock discrepancies
Disposal and write-off register

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 10 / 13 · Campus operations

Library Management

Maintain a catalogue and copy-level lending history. Track who holds each book, when it is due, and any approved fine or clearance action.

Catalogue & copiesMembershipIssue / returnReservations & finesClearance

The working flow

What happens, step by step

Librarian catalogues the title and assigns each copy an accession number.
Verified student or employee becomes a library member.
Librarian issues an available copy with a policy-based due date.
Member may request renewal or reservation.
Return closes the loan and records any damage, loss or assessed fine.
Librarian confirms clearance after all loans and payable items are settled.

How this connects

Members reference Student Records or HR. Accounts supplies linked receipts; clearance supports Certificates and employee/student exit.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

21 field entries

01 / Catalogue & membership

10 fields

Catalogue & membership: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Accession number for each copy	Unique text	Required	Librarian	Library in-charge
ISBN	Text	If available	Librarian	Library in-charge
Title, author and publisher	Text	Required	Librarian	Library in-charge
Edition and publication year	Text / year	Required	Librarian	Library in-charge
Subject and keywords	Text	Required	Librarian	Library in-charge
Rack / shelf location	Text	Required	Librarian	Library in-charge
Copy condition and availability	Select	Required	Librarian	Library in-charge
Acquisition date, source and price	Date / text / currency	Required	Librarian	Library in-charge
Member ID and linked student / employee	Linked record	Required	Librarian	Library in-charge
Membership type, start, expiry and status	Select / dates	Required	Librarian	Library in-charge

02 / Circulation, fines & clearance

11 fields

Circulation, fines & clearance: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Loan ID, member and accession number	Linked record	Required	Librarian	Library in-charge / accounts
Issue date and due date	Date	Required	Librarian	Library in-charge / accounts
Actual return date	Date	On return	Librarian	Library in-charge / accounts
Renewal count and revised due date	Number / date	On renewal	Librarian	Library in-charge / accounts
Reservation member, date and expiry	Linked record / dates	If reserved	Librarian	Library in-charge / accounts
Overdue days	Calculated number	System generated	System	Library in-charge / accounts
Assessed fine and reason	Currency / text	If applicable	Librarian	Library in-charge / accounts
Lost / damaged status and settlement amount	Select / currency	If applicable	Librarian	Library in-charge / accounts
Waiver approval and reason	Approval / text	If waived	Librarian	Library in-charge / accounts
Payment receipt reference	Linked record	If paid	Accounts	Library in-charge / accounts
Clearance status, verifier and date	Select / audit record	On clearance	Librarian	Library in-charge / accounts

Approvals & operating rules

Loan periods, limits and fine rules are proposed configuration points.
Fine waivers and lost-book settlement require designated approval.
A payment linked from accounts must not be collected a second time.

Keep people informed

Notifications

Member: due date, overdue book and reservation availability.
Librarian: unresolved lost or damaged copies.
Student section / HR: clearance outcome.

Make decisions clearly

Reports

Catalogue and available copies
Issued and overdue loans
Member borrowing history
Fine, waiver and settlement register
Library clearance pending

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 11 / 13 · Campus operations

Expenses Management

Route departmental purchases, operating expenses and reimbursements through approval before payment. Compare requests with their budget head and retain supporting documents.

Expense requestsBudget reviewApproval trailInvoice & paymentReimbursements

The working flow

What happens, step by step

Requester records the purpose, estimate and supporting quotation.
Department head reviews need and budget head.
Designated budget approver approves, returns or rejects the request.
Accounts verifies invoice, receipt of goods/services and payment details.
Authorised payment is posted with bank reference.
Accounts reconciles the payment and closes the request.

How this connects

Asset purchases link to Asset Management; staff reimbursements link to HR. Payment references remain distinct from student fee collections.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

23 field entries

01 / Request & budget

12 fields

Request & budget: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Expense request number and date	Automatic ID / date	System generated	Department requester	Department head / budget approver
Requester and department	Staff / select	Required	Department requester	Department head / budget approver
Category and budget head	Select	Required	Department requester	Department head / budget approver
Purpose and justification	Long text	Required	Department requester	Department head / budget approver
Vendor details	Linked vendor record	Required	Department requester	Department head / budget approver
Quotation reference and attachment	Text / file	Required	Department requester	Department head / budget approver
Estimated base amount and tax	Currency	Required	Department requester	Department head / budget approver
Requested total	Calculated currency	System generated	System	Department head / budget approver
Budget available and commitment	Linked / calculated currency	System generated	System	Department head / budget approver
Required-by date	Date	Required	Department requester	Department head / budget approver
Approval stage, decision, actor and remarks	Audit record	Required	Department requester	Department head / budget approver
Revised amount and re-approval reference	Currency / approval	If revised	Department requester	Department head / budget approver

02 / Invoice, payment & reimbursement

11 fields

Invoice, payment & reimbursement: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Invoice number and date	Text / date	Required	Accounts	Finance officer
Invoice amount and tax breakdown	Currency	Required	Accounts	Finance officer
Goods / service receipt confirmation	Approval	Required	Accounts	Finance officer
Supporting invoice and receipts	Files	Required	Accounts	Finance officer
Payment beneficiary and verified bank reference	Text	Required	Accounts	Finance officer
Payment due date	Date	Required	Accounts	Finance officer
Paid amount, date and payment method	Currency / date / select	Required	Accounts	Finance officer
Bank transaction reference	Text	Required	Accounts	Finance officer
Reimbursement employee and claim period	Staff / date range	For reimbursement	Accounts	Finance officer
Payment status and reconciliation date	Select / date	Required	Accounts	Finance officer
Closure remarks and history	Long text / audit log	Required	Accounts	Finance officer

Approvals & operating rules

Requester cannot approve their own request.
Changed approved amounts require re-approval.
Approval thresholds and tax treatment must be confirmed with the institute.

Keep people informed

Notifications

Approver: pending expense request.
Requester: correction, rejection or approval.
Accounts: approved unpaid invoice and reimbursement due.

Make decisions clearly

Reports

Expense by department and budget head
Budget versus approved and paid amounts
Pending approvals and unpaid invoices
Vendor payment and reimbursement register

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 12 / 13 · Campus operations

Certificates & ID Cards

Manage requests for identity cards, bonafide certificates and other institute-issued documents through verification, clearance and authorised issue. Retain reissue and revocation history.

RequestsTemplates & verificationClearanceIssue & verificationReissue / revocation

The working flow

What happens, step by step

Student requests a document type and states its purpose.
Student section verifies profile information and required evidence.
Applicable offices provide clearance for documents that require it.
Staff generates a draft using the approved template.
Authorised signatory approves issue and the serial number is recorded.
Delivery, reissue or revocation is linked to the original record.

How this connects

Verified identity comes from Student Records. Library, accounts and relevant departments return clearance only when the document type requires it.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

19 field entries

01 / Request & preparation

10 fields

Request & preparation: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Request ID and request date	Automatic ID / date	System generated	Student / student section	Student section
Student ID and verified name	Linked record	Required	Student / student section	Student section
Programme, branch, batch and enrolment	Linked record	Required	Student / student section	Student section
Document type	Select	Required	Student / student section	Student section
Purpose and required-by date	Text / date	Required	Student / student section	Student section
Supporting evidence	Files	If required	Student / student section	Student section
Photograph and printed ID details	Linked fields	For ID card	Student / student section	Student section
Template ID and version	Select	Required	Student / student section	Student section
Clearance requirements	Checklist	By document type	Student / student section	Student section
Office-wise clearance status and remarks	Linked approvals	If required	Student / student section	Student section

02 / Approval, issue & verification

9 fields

Approval, issue & verification: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Draft reference and verification status	Linked record / select	Required	Certificate desk	Authorised signatory
Authorised signatory and decision	Staff / approval	Required	Certificate desk	Authorised signatory
Document serial number	Unique generated ID	On issue	Certificate desk	Authorised signatory
Issue date and expiry date	Date	Expiry if applicable	Certificate desk	Authorised signatory
Verification reference / QR	Generated record	On issue	Certificate desk	Authorised signatory
Delivery method and acknowledgement	Select / record	Required	Certificate desk	Authorised signatory
Reissue reason and original document	Text / linked record	On reissue	Certificate desk	Authorised signatory
Revocation reason, authority and date	Text / approval / date	On revocation	Certificate desk	Authorised signatory
Document status	Select: requested / review / approved / issued / revoked	Required	Certificate desk	Authorised signatory

Approvals & operating rules

Only approved templates and authorised signatories are used.
Clearance requirements depend on document type; an ID card should not automatically inherit exit-clearance rules.
Production QR verification must disclose only the minimum document-verification information.

Keep people informed

Notifications

Student: missing evidence, request decision and document ready.
Clearance offices: pending checks.
Signatory: verified documents awaiting approval.

Make decisions clearly

Reports

Requests pending by stage
Issued certificates and ID cards
Clearance delays
Reissued and revoked documents

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Module 13 / 13 · Academics & people

Human Resource

Maintain employee records, reporting relationships, attendance, leave and employment changes. Coordinate approved payroll inputs and exit clearances with accounts and campus offices.

Employee masterAttendance & leavePayroll inputsAppraisalExit clearance

The working flow

What happens, step by step

HR creates the employee record after appointment approval.
Department and reporting manager are assigned.
Attendance and leave requests are recorded and reviewed.
Approved attendance, leave and salary inputs go to accounts for payroll.
Appraisals and employment changes retain approval history.
Exit starts asset, library, department and accounts clearances before closure.

How this connects

Employee IDs support faculty, hosts, approvers and custodians. Accounts owns payment records; LMS owns teaching activity.

The record specification

Fields, requirements & responsibility

Each row identifies the input, when it is needed and who is responsible.

30 field entries

01 / Employee & employment record

13 fields

Employee & employment record: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Employee ID	Automatic ID	System generated	HR / employee	HR head
Full name, photograph and date of birth	Text / image / date	Required	HR / employee	HR head
Mobile, email and addresses	Telephone / email / text	Required	HR / employee	HR head
Emergency contact	Name / telephone	Required	HR / employee	HR head
Department and designation	Select	Required	HR / employee	HR head
Reporting manager	Staff lookup	Required	HR / employee	HR head
Qualifications, experience and specialisation	Text / documents	Required	HR / employee	HR head
Joining date and employment type	Date / select	Required	HR / employee	HR head
Appointment reference and supporting documents	Text / files	Required	HR / employee	HR head
Probation / confirmation date	Date	If applicable	HR / employee	HR head
Employment status	Select	Required	HR / employee	HR head
Bank beneficiary and masked account details	Restricted text	For payroll	HR / employee	HR head
Identity / payroll references	Restricted text	As approved policy requires	HR / employee	HR head

02 / Attendance, leave & payroll

9 fields

Attendance, leave & payroll: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Attendance date, check-in and check-out	Date/time	Required	Employee / HR / Accounts	Reporting manager / HR head / finance officer
Attendance status and correction request	Select / text	Required	Employee / HR / Accounts	Reporting manager / HR head / finance officer
Leave type, from date, to date and reason	Select / dates / text	For leave request	Employee	Reporting manager
Leave balance and approved days	Calculated number	System generated	System	HR
Leave decision and approver	Audit record	On decision	Employee / HR / Accounts	Reporting manager / HR head / finance officer
Salary component and effective date	Currency / date	Restricted	HR	HR head
Payroll period and payable days	Month / number	Restricted	HR	Accounts
Approved earnings, deductions and net pay	Currency	Restricted	Accounts	Finance officer
Payroll approval, payment status and reference	Approval / select / text	Restricted	Accounts	Finance officer

03 / Appraisal & exit

8 fields

Appraisal & exit: field name, input type, requirement, entered by and verified or approved by
Field name	Input type	Requirement	Entered by	Verified / approved by
Appraisal period and reviewer	Date range / staff	Required	HR / reporting manager	HR head
Objectives, ratings and review comments	Text / number	Required	HR / reporting manager	HR head
Approved employment changes and effective date	Approval / date	If applicable	HR / reporting manager	HR head
Exit type, request date and last working day	Select / dates	On exit	HR / reporting manager	HR head
Handover and department clearance	Checklist / approval	On exit	HR / reporting manager	HR head
Asset, library and accounts clearances	Linked approvals	On exit	HR / reporting manager	HR head
Final settlement reference	Linked record	On exit	Accounts	Finance officer
Account deactivation request and date	Record / date	On exit	HR	System administrator

Approvals & operating rules

Reporting manager approves leave; HR validates policy application.
Salary and bank details are restricted to authorised HR and accounts staff.
Payroll rules, deductions and statutory integrations require institute confirmation before production.

Keep people informed

Notifications

Manager: pending leave and appraisal actions.
Employee: leave decision and employment-document request.
HR / accounts: payroll input cutoff and exit clearances.

Make decisions clearly

Reports

Employee register by department and designation
Attendance and leave balances
Approved payroll inputs and payroll status
Appraisal completion
Exit and asset-clearance pending

Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.

Implementation approach

Build the foundation.
Then connect the campus.

A phased delivery plan with clear dependencies and review gates. Dates and commercials will be agreed after requirements and institutional policies are confirmed.

Confirm the operating model

Confirm programmes, durations, lateral entry, organisation hierarchy, roles, approval limits and existing records. Agree the data dictionary, migration mapping and success criteria.

Review gate: Exit gate: institution signs off the module scope, field ownership and sample workflows.

Establish the student foundation

Set up accounts and access, enquiry management, admissions and the verified student master. Pilot with one representative programme and batch.

Review gate: Depends on phase 1. Exit gate: an enquiry becomes a verified student without duplicate entry.

Connect annual financial records

Configure year-wise fees, opening balances, receipts, concessions and refunds. Add annual scholarship forms, sanction tracking, receipts and fee allocations.

Review gate: Depends on student IDs and approved fee rules. Exit gate: finance reconciles sample student-year ledgers and scholarship credits.

Enable academic services

Introduce role-based portals, course/class allocation, LMS, learning materials, attendance, assignments and published academic progress.

Review gate: Depends on student/class and faculty records. Exit gate: assigned faculty and students complete the teaching and assessment workflow.

Run training and placement

Configure company drives, eligibility, registration, ERP invitations, secure QR attendance, queues, interview rounds and restricted HR dashboards.

Review gate: Depends on verified academic records and identity. Exit gate: a pilot drive runs from invitation through offer with preserved round history.

Complete campus operations

Introduce visitor/gate, assets, library, expenses, certificates and full HR operations. Connect relevant receipts, employee records and clearance workflows.

Review gate: Depends on shared identities and approved office policies. Exit gate: each office completes its agreed operational scenarios.

Migrate, train and launch

Reconcile approved opening data, train role owners, test permissions and backups, pilot representative users, resolve findings and agree a supported rollout.

Review gate: Exit gate: authorised acceptance, reconciled data, support ownership and recovery procedures are confirmed.

Confirm with the institute

Programmes, academic calendar, durations, lateral entry and progression rules.
Approved fee heads, instalments, opening balances, concession/refund policy and scholarship schemes.
Reporting structure, document signatories, approval limits and parent-access policy.
Placement eligibility, offer policy, HR access and attendance controls.
Library, gate, asset, HR and expense operating policies.
Existing records, import formats, notification channels and any external integration requirements.

Production acceptance

Validate role permissions on the server, including company and student record boundaries.
Reconcile migrated records and transaction totals with office-approved source records.
Test duplicate prevention, audit history, backups and restore procedures.
Validate QR expiry, login, event windows and attendance replay prevention.
Complete office-wise user acceptance and training with named owners.
Agree support, escalation, rollout and rollback arrangements before launch.

Proposal demo versus production ERP
This deliverable is a portable presentation with fictional browser-local examples. Real authentication, server-side permissions, secure QR tokens, databases, file storage, payment gateways, messaging and government/university integrations require separate production implementation. The demonstration makes those requirements visible without claiming they are already connected.

Commercial proposal

A clear implementation cost.
Two support options.

A simple commercial structure for developing, deploying and supporting the proposed ERP.

One-time implementation

₹3,00,000

Development + complete initial setup

The proposed cost covers development of the approved ERP scope and the initial production setup required to make the system ready for institutional use.

Included in this amount

ERP application development for the agreed modules and workflows.
Responsive web interfaces for authorised institute roles.
Initial database, server environment and storage configuration.
Initial deployment and production setup.
Role and permission configuration based on the approved access matrix.
Initial data-import templates, system testing and administrative handover.

Scope basis: ₹3,00,000 is the proposed one-time cost for the agreed development and initial setup scope. GST, payment milestones, source-code handover, data migration volume, training sessions, change requests and third-party integrations will be confirmed in the final agreement.

After all agreed modules are deployed

Choose the monthly AMC model

AMC begins only after deployment and formal acceptance of the agreed module scope.

Option 01 · Standard AMC

6%₹18,000 per month

Calculated as 6% of the ₹3,00,000 implementation amount.

Support included

Priority support and issue resolution.
Application health and availability monitoring.
Security updates and vulnerability remediation.
Daily automated backup monitoring and scheduled restore checks.
Performance monitoring and preventive maintenance.
Incident response, operational guidance and routine software fixes.

Institute pays third-party services directly

Cloud hosting and communication usage are billed to the institute by the respective providers.

Option 02 · Managed-services AMC

10%₹30,000 per month

Calculated as 10% of the ₹3,00,000 implementation amount.

Everything in Standard AMC, plus

We administer the agreed cloud and communication service accounts.
Monthly service monitoring, billing coordination and capacity review.
Routine configuration of hosting, storage, CDN, email, SMS and WhatsApp services.
One consolidated operational point of contact for the covered services.
Usage reporting and recommendations before capacity changes.

Managed within agreed usage limits

Included services, providers and fair-use limits must be written into the final agreement. Usage beyond those limits and provider price changes are separately approved and billed.

Recurring service costs

Infrastructure and communication services

These charges depend on actual usage, storage, traffic and provider tariffs.

Amazon EC2

Application server compute and production workloads.

Amazon S3

Documents, exports, backups and object storage.

Cloudflare

DNS, CDN, web protection and related services.

WhatsApp Business API

Approved templates and message conversations.

Email service

Transactional email delivery and notifications.

SMS gateway

OTP and text-message delivery.

Domain & certificates

Domain registration and any paid certificate requirement.

Monitoring services

Optional external uptime, log and alerting tools.

With Standard AMC: the institute bears and manages these provider charges after deployment. With Managed-services AMC: we manage the agreed services under documented usage limits; exceptional consumption and vendor price changes require institute approval.

Service commitment

How the ERP will be protected and supported

Availability

Continuous monitoring, alerts, incident response and recovery procedures designed to minimise downtime.

Security

Access controls, secure configuration, updates, vulnerability remediation and incident handling.

Backups

Daily automated backups, retention monitoring and scheduled restore verification.

Priority support

Defined support channel, issue severity, response targets and escalation path.

Maintenance

Routine fixes, dependency updates, performance review and database housekeeping.

Transparency

Monthly service summary covering incidents, backups, security actions and resource usage.

The final service-level agreement will define uptime target, planned-maintenance windows, response and resolution targets, backup retention, recovery objectives, exclusions and responsibilities. No technology provider can promise zero downtime or absolute prevention of every cyberattack; the commitment is to strong controls, active monitoring and prompt recovery.

Proposed technology stack

Technologies used to build the ERP

React.jsResponsive dashboards, portals and interactive workflows.

Node.jsServer-side APIs, business rules and integrations.

MongoDBStudent, operational and workflow data storage.

HTML5Accessible page structure and printable proposal content.

CSS3Responsive layouts, visual system and print styling.

JavaScriptClient-side interaction and application logic.

BootstrapReusable responsive interface components where appropriate.

Final architecture: exact cloud sizes, database topology, backup retention, disaster recovery, messaging providers and security controls will be selected after confirming student volume, concurrent users, storage needs, integrations and the institute’s policies.

Commercial summary

₹3,00,000 one-time implementation

Then choose ₹18,000/month Standard AMC or ₹30,000/month Managed-services AMC after deployment and acceptance.

One institute.Every journey.Connected.

Complete printable proposal

One institute.Every journey.Connected.

Aarav Sharma

One record that grows with the student

Every module, explained in detail

Admission Counselling & Front Office

Student Records

Fees & Dues

Scholarships

Training & Placement

Student, Faculty & Parent Portals

Learning Management System

Visitor & Gate Management

Asset Management

Library Management

Expenses Management

Certificates & ID Cards

Human Resource

Follow a student. Run a placement drive.

A clear hierarchy.A clear owner for every task.

Management / Governing Body

Academics

Administration

Accounts

Training & placement

Human resource

Students & parents

Company HR

System administrator

Who can see, enter and approve?

Common approval pattern

Admission Counselling & Front Office

What happens, step by step

How this connects

Fields, requirements & responsibility

01 / Enquiry & counselling

02 / Application & verification

03 / Admission decision & handoff

Approvals & operating rules

Notifications

Reports

Student Records

What happens, step by step

How this connects

Fields, requirements & responsibility

01 / Identity & contacts

02 / Admission & academic mapping

03 / Academic records & documents

Approvals & operating rules

Notifications

Reports

Fees & Dues

What happens, step by step

How this connects

First year to final year: one clear fee statement

What the accounts officer opens

What the student / parent sees

Fields, requirements & responsibility

01 / Structure & assessment

02 / Payments, scholarships & refunds

03 / Balances & reconciliation

Approvals & operating rules

Notifications

Reports

Scholarships

What happens, step by step

How this connects

Do not lose the first-year form at renewal

Fields, requirements & responsibility

01 / Annual application & eligibility

02 / Verification & correction

03 / Disbursement & fee allocation

Approvals & operating rules

Notifications

Reports

Training & Placement

What happens, step by step

How this connects

Registration first. Attendance on interview day.

One institute.
Every journey.
Connected.

One institute.
Every journey.
Connected.

A clear hierarchy.
A clear owner for every task.