Innovation: Former KIU Student Develops School Management System to Avoid Physical Contact

Yassin Sokuton, a former computer science student from Kampala International University (KIU) has developed a School Management System (SMS) dubbed “My School”, a web-based application which he says will not only facilitate learning, but will also contribute to the fight against COVID -19 by avoiding physical contact between teachers, students and parents.

Sokuton says the system manages daily school activities, connects all school operations, uses the web as a key communication tool, and simplifies day-to-day operational responsibilities, giving staff more time with students and staff information to from elementary (kindergarten), primary, secondary, higher education institutions and universities.

The educational institution finalists are expected to return to school this week, but parents and other strangers have been banned from visiting them, which Sokuton says is made easier with this app as it is easy to connect between the student , teachers and parents.

In an interview with the Chimpanzee Reports, Sokuton said the system, in addition to making schooling easier, also aims to keep parents in touch.

“With this system, a parent does not need to go to school to get their child admitted, but what they need to do is log in and access all school services online. If there is a need for communication between a parent and the school, the app facilitates that,” he noted.

“SMS helps administrators/school leaders get the most accurate information to make more effective decisions. Administrators and teachers save time by adding administrative tools, parents have immediate access to their children’s grades, fee balances, and students can track their own progress,” he said.

“It automates various school scheduling activities and optimizes the use of premium resources. Relevant authorities can now use the system easily and seamlessly to create timetables, generate reports, admissions, library cards and expense invoices, saving tedious and tedious work.

He said the system helps teachers complete grades, grades, and track student attendance, enter class notes, create detailed lesson plans and reports, and communicate with other class members. staff, students and parents via email and the Internet.

He noted that it also helps students access assignments and tests, and view attendance records, grades, report cards and progress reports, all online. They can also communicate through email and forums with teachers and other students online.

“The system is equipped with features that allow it to generate schedules, schedules, admission cards and expense invoices in minutes and retrieve attendance records, grade checks, report, attendance cards library, transcripts and form letters with just a few clicks,” he said. mentioned

The application, he says, was built in PHP and the powerful MYSQL database backend.

“To implement the My School app, schools don’t need expensive hardware and software, they just need an internet connection, desktop computers and smartphones running Android 4.3.1 up to to the latest version. This system functions as a centralized database and application allowing schools to easily access the system from anywhere based on login credentials,”

Currently, such applications are used in universities like the Islamic University of Uganda (IUIU) ERP system.

To differ from this, Sokuton said its modified system does not require a student to visit an office (elementary and high school) or faculty for (universities and institutions to choose their exam cards or visit the exam board). display to see what’s going on as everything is displayed and students see from their smart phones.

According to Sokuton, the system is managed by these groups in a school structure: administrator, teacher, accountant, librarian, transport and parent/student with more than 25 functionalities.

Main characteristics of the system according to Sokuton;

1 administrator

Multi-school management: It can manage multiple sister schools, where the owner assigns administrators and classes to each school to manage an individual school.

Assign school administrators and staff: The multi-school administrator assigns an administrator to a school. The school admin can create any number of employees with roles to manage the school.

Session management: it may keep student records from time to time for example; the number of students in each term, the minutes of the various meetings and all other previous sessions.

Roles and Permissions: Create custom roles like teacher, accountant and assign them the necessary permissions according to the role so that they are limited to managing the school entities assigned to them.

Request management: it displays an application form for a school in one page using a shortcode. It also receives inquiries by school, adds the next follow-up date and notes for the survey.

Automatic notifications via email, SMS and custom templates: Send SMS and email notifications to students at the time of new admissions, generation of fee invoices and generation of payment receipts. SMS providers include; Nexmo, Twilio, MsgClub, SMS Striker and Msg91 SMS, TextLocal.

  1. Teachers

Manage classes and sections: Administrators can create classes and assign them to schools. With each class, there can be multiple class sections.

Student management: School administrators and staff with the necessary clearances can make new admissions to the school by assigning them an admission number, class, section, and roll number. In addition, for each student record of a session, a new registration number is automatically generated.

Student class: It promotes students to a new class for a new session. This creates a new student registration for the next session.

Student transfer: Transfer of student from one school to another. This also helps track students transferring to and from the school.

Student attendance: Take the daily attendance of students. Print a class attendance sheet. Students can also view their attendance report in the dashboard.

Bulletin board widget: It has a bulletin board widget that displays notices in the widget section of your website. Here you can change the number of reviews, height and width of the widget to fit into your website design.

Distribute study materials: School staff with the necessary permission may add study materials to classes. These study materials will appear in the student dashboard section, allowing them to download and view the study materials.

Student homework: School staff and teachers with the necessary permission can add class assignments. These homework will appear in student dashboard section and students will get the SMS notification, Homework SMS details can be sent on Parents and Students Mobile

  1. Accounting

Accounting management : This includes generating expense invoices, collecting expense payments, managing revenue, and managing expenses.

Generate expense invoices: Select students from classes and generate fee invoices in bulk or for a single student. This also supports partial payment collection or single payment collection.

Fee collection form: Display the fee collection form on one page using a shortcode that allows students to search their names and view pending fee invoices. Students can pay their fees using a payment method.

Payments via Stripe, Razorpay and Pesapal: Fee payment can be made using Stripe or Razorpay, the Pesapal payment gateway.

Print fee invoice and payment receipt: After adding a fee invoice, it supports fee invoice printing. Also, after making a payment, students or staff can print the payment receipt.

Manage expenses and income: Add expense categories and income categories. Add expenses and income by date for a school.

  1. review officer

Exam Management: Create an exam, add exam papers, exam center, times, date and room number for single class or multiple classes.

Publish the exam schedule: Ability to publish the exam schedule which will appear on the student dashboard or you can use the shortcode to display the exam schedule on a particular page of your website.

Generate admission cards: For each exam, generate admission cards for students. Also post admission cards which students can download from the student dashboard section.

  1. Students

Parent/student dashboard: On the student dashboard, students can view their fee reports, admission details, ID card, payment fee balance using an appropriate payment method.

Student Dashboard: In the student dashboard, students can view the bulletin board, print their IDs, view pending fee invoices, make payments, and view their payment history. Also, they can download study materials, exam schedule, admission cards and much more.

Student login widget and shortcode: The student login form can be displayed on the page through a shortcode and you can also place a diary.

Jeremy S. McLain