Many schools face a common issue when it comes to using their ERP software. Despite providing training to their staff, they still feel that their staff may not be using the software properly. As a result, many schools request additional training before the start of each session in the hopes that it will fill any gaps that the initial training may have missed. However, the problem is often not with the training but with the process.
For an ERP system to be effective, it needs to be used consistently. Unfortunately, many schools lack defined processes, clear steps in the workflow, proper distribution of roles, accountability mechanisms, and clarity about expected results and goals. Without these, staff members lack the motivation to use the software regularly, resulting in poor outcomes.
To address this issue, schools need to create a defined process for every operation and workflow needed day to day. This should include assigning specific roles to staff members and having a written document that sets out the workflow as a step-by-step process with fixed timelines, approval criteria, review, validation, and report generation mechanisms.
Also Read: How To Use A Data-Driven Approach To Make Better Decisions and Drive Your School’s Growth Story
To illustrate the impact of a process-driven approach, let’s consider the workflow for online admissions. The process document should clearly state that a front desk person needs to collect all online and walk-in inquiries in a day and consolidate them in a document by 4 pm. They should then print, sign, and submit it to the Principal for consideration. The Principal can review the document and validate individual inquiries based on the admission criteria, with a sign next to each inquiry or the document. Once reviewed, queries that meet the criteria can move to the next step.
The front desk person is responsible for ensuring that parents submit their forms within four days. If not, they need to send reminders and inform them that the forms must be submitted before the deadline. Once submitted, the front desk person can make a final list with their comments, sign it, and punch it into the file. They should also submit all collected registration fee amounts to the accounts department for validation, signing, and punching the document in the file. Finally, the file goes to the Principal for their decision and further action.
Similarly, for granting concessions, there should be clear instructions and steps. The parent gets the concession form from the front desk person, fills it, and submits it back. The front desk person then forwards the forms to the accounts department, which approves the concession candidates based on their eligibility and past record, sign it, and submits it to the Principal. The Principal reviews the form validates the grant of concession to the eligible candidates based on defined regulations and school policy and sends the request to the owner for final approval.
Also Read: School ERP Features and Benefits
By having clear instructions with a well-defined order in which things need to be done, names of people responsible for each instruction along with its timelines, everyone has a clear scope of responsibility followed by a review and validation mechanism. If schools create a similar process document for every workflow, the margin of error will be significantly reduced. Once everyone on the staff has these documents and understands their responsibilities, they will automatically start using the software more consistently, becoming part of their daily routine, and delivering much better outcomes.
Being process-driven is a hack that can give your school’s growth story a boost that is beyond imagination. It may seem simple, but it has a profound impact on the outcomes that your school can deliver in the long run. As the new sessions are about to begin, pay attention to the process because no amount of training can yield results unless it is backed by a proper, defined, documented, and well-understood process.
Want to understand how Schoolpad can help your school become more process driven? Want to know how we can help you get the best outcomes from your ERP? Please feel free to get in touch with us at connect@schoolpad.in . You can also click on the request a demo link and one of our coaches will get in touch with you.
