How much do School management software cost? How do they give a return on the investment made?

What makes School Management Softwares a good Investment?

School Management software

There are a many choices for school ERP software in the market. A simple Google search can give over one hundred choices therefore it is difficult to select just one. Even more confusing is the price of every software system with a number of them even offered for free! You will have concerns on why there’s such a lot of price difference despite most school ERP software giving virtually the same modules? Is the cost of the software fair and how much should a school budget for a school management system ?

We have created this article to answer these questions and a lot more.

How much will a school management software payback?

Taking your school systems digital definitely involves time, cash and efforts. However, not putting in a school management software can cost you even more. Here is how school management system can save plenty of costs for you:

1. Save in paperwork

Taking school management systems online can mean saving on lots of paperwork. Operations such as form filling, record keeping, report card generation can all be digital. which means no additional bucks spent on print outs, files, and shelf space.

2. Save Man-hours

School ERP will take over repetitive manual work and free your employees for working on more productive activities. Activities like sending reminders to library defaulters, data analytics for results of a batch and mass communication is done at the click of the button. this may save a lot of cost in over-time payments and hourly costs.

3. Save in Coordination time

Having a common platform for teachers, students, staff and parents to interact saves everyone a lot of time in communication and event management activities. Everybody will check into the same platform to stay up to date on meetings, class activities, assignments etc.

4. Better Education Outcomes for students

School management systems not only frees up employees from non-core activities but also helps teachers to concentrate on their primary job. Most significantly a school management system helps a school in achieving what it’s started out to do- better education outcomes.

ERP software for schools additionally have learning modules for students. This may help students to learn visually at their own pace and perceive the concept deeply. Online assessments and quizzes will keep the learning interactive and fun.

Data analytics on students enable teachers to plan classes and understand learning curve of every student personally. The way we learn and teach is ever-changing and every school should take advantage of technology to transform the way we teach in school.

How much will a School Management software Cost?

There are numerous pricing models using which a vendor will charge the school:

Per student fee — Some software vendors charge a flat monthly fee per student. this might range from $ 0.5/ per month to $40/per month for each student. It might even be one annual fee for each student. The difference in price may be thanks to the basic and add on modules offered and plenty of other factors that we are going to list at the end of this article.

One Time fee — There is also a possibility of paying for the software in a single go. this is a good choice if your school has reserves as it can offer you a significant discount and avoid the headache of renewing monthly or yearly. This could range anywhere from $1000 to $6000 depending on the functions you want. The typical one time fee for a school management system is $4000.

Monthly/Yearly Flat Fee — Some vendors charge a monthly or annual flat fee irrespective of number of students you’ve got. Monthly flat payment could range from $80 to $200 and annual payment fee could range from $800 to $2500. A mix of monthly flat fee and per student fee is also possible.

Building your own platform — All the options mentioned above are for SaaS (Software as a Solution) option. This means that the software company builds generic software which will be used by many schools and sells it as a standard product with no or little or no customizable features. There is also an option for building your own software system, but it’s not at all advisable. Building software from scratch is a very technical process and is best left to the professional IT and Software firms. Some huge universities that need bespoken software may opt for this feature. But the cost of doing this can run into many tens of thousands or in millions.

You may have noticed on top of that the cost of school ERP varies greatly. Do not be confused. The value difference could be thanks to any of the following features. You need to consider the below points before you choose a school management system:

Technical Support — Do check the level of post-sales support that the seller is providing. Is it on-line, on –call or on-site training? The more the post-sales service the more will be the quote.

Cloud Service —Does the software supplier provide cloud service or do you have to purchase your own server space? Software without cloud service can cost additional.

Capping on number of Student and staff Logins — Is there any capping on the number of students that you will add? The software must be scalable as per your projected growth. Several companies have basic versions with limited students allowed and a professional version with unlimited students.

User friendly — ERP systems with simple user interface will be simple for your staff and need no coaching. Sometimes staff training fee is included in the quote wherever it’s required.

Modules — Always compare the number of modules included in the quote. Some vendors may give cheaper choice for basic modules and charge higher for add on modules. A number of the basic modules are admissions, billing, assessment, finance, learning, scheduling, parent messaging, examination, teacher login, student/parent login, courses and batches and report centre.

Add on modules are often library, data management, transport, inventory, API access, custom report and online examination.


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