Note: The school name and specific staff identifiers in this case study have been anonymised at the school's request. All operational metrics were verified by SRIT implementation team during project closure.
The Challenge: Manual Processes Consuming 3 Days a Month
The school — a CBSE-affiliated institution in Bhubaneswar's Patia locality with approximately 1,200 students across Classes I to XII and 85 teaching and non-teaching staff — had been operating on a hybrid system: a legacy desktop-based accounting software for fees and paper registers for everything else.
The three pain points that triggered the ERP search were:
- Fee collection took 2–3 full working days every month — accountants manually updated registers, reconciled cash and cheques, and hand-wrote receipts for parents who came in person
- Attendance was paper-only — class teachers maintained physical registers, data was never consolidated, and identifying students with persistent absenteeism required manual cross-referencing
- Report cards took 4 days to print and distribute — marks entered in Excel, formatted manually, printed, signed by principal, stuffed in envelopes, and sent home — with no way for parents to check marks before cards arrived
The Implementation: 6 Weeks to Full Cutover
SRIT began with a 2-week data migration sprint: importing 1,200 student records, 85 staff profiles, the complete fee structure (25 fee heads with installment plans and sibling discounts), and 3 years of historical fee data from the legacy system. Classes, sections, subject assignments, and timetables were configured in week three.
Teacher training ran over 4 half-day sessions — covering the attendance module, mark entry, homework posting, and the WhatsApp notification workflow. The principal and accountant received extended training on fee management, discount approvals, and the executive dashboard.
The Results: Measured After 90 Days
- Fee collection time: 3 days → less than 1 day (60% reduction) — online payments via UPI and Razorpay accounted for 68% of collections in the first month; the accountant now spends one morning reconciling instead of three full days
- Attendance consolidation: real-time — the principal can see school-wide attendance by 9:30 AM every morning on the mobile app; automated SMS alerts go to parents of absent students
- Report card distribution: 4 days → same day — marks locked by the subject teacher trigger instant PDF generation; parents download from the app before hard copies are even printed
- Parent satisfaction (self-reported): significantly improved — parents cited real-time fee receipts via WhatsApp, online payment convenience, and same-day exam result visibility as the top improvements
