Institute Management

Institute Management System

System

Desktop

Mobile

Sector

Texas AM University

Challenge

The organization’s website needs to be redesigned to better connect with its audiences, including building a more intuitive information architecture and developing a coherent visual language.

My Role

Workshop Facilitation, Information Architecture, Webdesign, Branding

Project Time

3 weeks (before handoff to development)

Introduction

The current educational system struggles with the efficient management of student information, human resources, and fee administration, leading to operational inefficiencies and administrative burdens. There is a need for a comprehensive system that can effectively manage student and teacher information, employee details, and salary distribution.

The absence of an integrated registration system, coupled with the challenges in controlling timetables, examinations, and attendance records, further complicates school operations. Additionally, the lack of streamlined report generation hinders timely decision-making and overall school management. Therefore, a robust solution is required to address these challenges, enhancing the efficiency and effectiveness of school administration.

Overview

The purpose of school management system is to automate the existing manual system by the help of computerized equipment’s and full-fledged computer software, fulfilling their requirements, so that their valuable information can be stored for a longer period with easy accessing and manipulation of the same.

The required software and hardware are easily available and easy to work with. School management system, as described above, can lead to error free, secure, reliable and fast management system. It can assist the user to concentrate on their other activities rather to concentrate on the record keeping. This will help organization in better utilization of resources.

The organization can maintain computerized records without redundant entities. This means that one need not be distracted by information that is not relevant, while being able to reach information. The aim is to automate the existing manual system by the help of computerized equipment’s and full-fledged computer software, fulfilling the requirements, so that the valuable information can be stored for a longer period with easy accessing and manipulation of the same.

Role

  • Product Strategy
  • User Research
  • Interaction
  • Visual design
  • Prototyping & Testing
  • Information Architecture

Challenge

Our client is a US-based leader in the education industry who envisioned to create cutting-edge technology solutions for the proficient and intellectual growth of educational centers. The existing business operated on paper-based processes for registration, enrolment, management, and monitoring.

These day-to-day tasks were getting monotonous, tedious & time-consuming and the company incurred the cost of precious manpower.
To overcome this manual paper-based process, the client needed a transformational solution with advanced technologies to support the academic and administrative processes of educational units, universities, and schools.

Software Objective

The objective of the system is to provide the user friendly application which mange the whole school system. The software helps the user to record the student and employees data. Give a path for better reporting.

Software Scope

The scope of the system is to manage the
  • Students and teachers information
  • To manage Employees and their salaries
  • To develop registration system
  • To facilitate School by controlling the timetable and examinations
  • To facilitate attendance record keeping
  • To facilitate various report generation

Software Objective

The objective of the system is to provide the user friendly application which mange the whole school system. The software helps the user to record the student and employees data. Give a path for better reporting.

Software Scope

The scope of the system is to manage the
  • Students and teachers information
  • To manage Employees and their salaries
  • To develop registration system
  • To facilitate School by controlling the timetable and examinations
  • To facilitate attendance record keeping
  • To facilitate various report generation

Technical Feasibility

The proposed system is feasible on technical grounds because of its implementation via available resource utilization of hardware and software. In addition, the proposed system will be:
  • Capable of processing with speed and accuracy.
  • Capacious enough to fulfill the data storage needs for a long period of tie.
  • Efficient in responding to complex queries.
  • Utilized by multiple users at a given instance of time.

System Design

A high-level system design for a school app may include the following components:
  • User Interface
The user interface would be the visual and interactive component of the app that users interact with. This might include a login screen, dashboard, menu, and various screens for different features such as attendance tracking, gradebook, communication, and resource sharing.
  • Analytics and Monitoring
An analytics and monitoring system would be used to collect and analyze data about user behavior, system performance, and usage patterns. This data can be used to improve the app and optimize its features.
  • Backend Services
The backend services would manage the data and logic of the app. This would include services such as user authentication, data storage, data retrieval, and data processing.
  • Push Notification Service
A push notification service would be used to send notifications to users, such as when a new grade is posted, an assignment is due, or an announcement is made.

Colors

They can reflect the personality of your brand. Thay can attract users, and they can better communicate your message. Any UI design guidelines are likely to mention colors prominently. Color can set the basic mood, tone, concept for a brand or product.

Typography

Typography is part of the overall visual language use to communicate with your users. Just like the visual elements of color, form, pattern, typography can seta mood, set a tone and present a product the way you want it perceived.
Poppins Regular
Poppins Medium
Poppins Bold

Icons

Icons that we have used.

Input

Cards

Measuring the success of the app

Measuring the success of a school app can be done in various ways, depending on the goals and objectives of the app. Here are some ways to measure the success of a school app.
  • User engagement
The success of a school app can be measured by the level of user engagement. The number of downloads, active users, and the frequency of usage can give insights into how often users are interacting with the app.
  • Feedback from users
Feedback from users is a valuable source of information for measuring the success of a school app. Feedback can be collected through surveys, focus groups, or by monitoring social media channels to get an idea of how users are responding to the app.
  • Improved communication
If the school app is designed to improve communication between teachers, students, and parents, then the success can be measured by the effectiveness of the communication. This can be measured by looking at the number of messages sent, the response rate, and the quality of communication.
  • Cost-effectiveness
The success of a school app can also be measured by its cost-effectiveness. This can be measured by comparing the cost of developing and maintaining the app to the benefits it provides.

Overall, measuring the success of a school app requires a combination of quantitative and qualitative measures, as well as an understanding of the app’s goals and objectives.

Empathy Map

Thinks

  • How can I improve the efficiency of administrative tasks?
  • How can I ensure student safety and well-being?
  • How can I maintain a positive school culture?
  • How can I effectively communicate with parents and teachers?

Does

  • Manages school budgets and finances
  • Oversees curriculum development and implementation
  • Handles disciplinary issues
  • Attends parent-teacher conferences

Feels

  • Overwhelmed by paperwork and administrative duties
  • Concerned about student academic performance and behavior
  • Proud of the school's achievements
  • Frustrated with outdated or inefficient systems

Says

  • I need a system that simplifies reporting and data analysis.
  • I want to improve communication between the school and parents.
  • I'm looking for a way to streamline the enrollment process.
  • I'd like to have a better understanding of student progress and needs.

Affinity Mapping

Input

User Interview

We interviewed some people who face some of the issues that we have mentioned.

Mose D

Matthews

Student Monitoring

It’s difficult to monitor manually every student’s activities like attendance, absences, leaves, assignments, progress records and discipline.

Tailor

Willson

Revenue Management

At this instant, there comes the need for special systems that help them perform such difficult work in a hassle-free manner.

Jonty

Roods

Academic Achievement

School Management in modern days is facing many issues in taking decisions, managing information and delivering complete analysis.

David

Abraham

Student Registration

Present Manual registration system is keeping a lot of pressure on School management & staff during admission time.

Students’ Pain Points

Newyork, USA

Name
Stephen David

Education
High School

Age
24 Years

Name
Stephen David

Education
High School

Age
24 Years

  • Lack of Access to Resources
Students may face challenges when they do not have access to necessary resources such as textbooks, technology, or extracurricular activities. This can impact academic performance and limit opportunities for personal growth and development.
  • Inadequate School Infrastructure
Inadequate school infrastructure can create significant challenges for students, particularly those with disabilities or other special needs. This can include limited access to facilities, resources, or accommodations necessary for learning.

Name
Sara Wiliams

Education
High School

Age
22 Years

Sydney, Australia

Name
Sara Wiliams

Education
High School

Age
22 Years

  • Time Management
Students may struggle with managing their time effectively, which can result in a lack of time for practice. This can be particularly challenging when students have a heavy workload or other extracurricular activities.
  • Lack of Individualized Attention
Students may struggle when they do not receive individualized attention and support from teachers. This can be particularly challenging for students with learning differences or disabilities who require additional support.

Frankfurt, Germany

Name
Stephen David

Education
High School

Age
21 Years

Name
Stephen David

Education
High School

Age
21 Years

  • Social Isolation
Social isolation can have a significant impact on students’ mental health and well-being. When students feel disconnected from their peers or experience social exclusion, they may struggle to form positive relationships and engage in school activities.
  • Mental Health Challenges
Mental health challenges such as anxiety, depression, and other mood disorders can impact students’ academic performance and overall well-being. When students do not receive adequate support and resources for these challenges, it can impact their academic and personal success.

Teachers’ Pain Points

Newyork, USA

Name
Johnson Smith

Education
M.S.C

Age
36 Years

Name
Johnson Smith

Education
M.S.C

Age
36 Years

  • Workload
Teachers often face high workloads and long hours, which can lead to stress and burnout. This can be particularly challenging when teachers are responsible for large class sizes or have limited resources.
  • Administrative Burdens
Teachers may experience frustration when faced with excessive administrative tasks, such as paperwork, grading, and lesson planning. These tasks can take time away from teaching and may not align with teachers’ strengths or interests.

Sydney, Australia

Name
Angelina Williams

Education
M.B.A

Age
32 Years

Name
Angelina Williams

Education
M.B.A

Age
32 Years

  • Lack of Support
Teachers may feel unsupported or undervalued when they do not receive adequate support from administration or colleagues. This can impact morale and job satisfaction.
  • Behavior Management
Teachers may struggle to manage student behavior, particularly when faced with challenging or disruptive students. This can impact their ability to effectively teach and can create a stressful learning environment.

Las Vegas, USA

Name
Taylor Swift

Education
PhD

Age
52 Years

Name
Taylor Swift

Education
PhD

Age
52 Years

  • Inadequate Compensation
Teachers may feel undervalued or underpaid when compensation does not reflect their education, skills, and experience. This can impact retention rates and make it difficult to attract and retain qualified teachers.
  • Limited Resources
Teachers may struggle to provide effective instruction when they do not have access to necessary resources, such as textbooks, technology, or professional development opportunities. This can impact their ability to provide a high-quality education to their students.

Administrative Pain Points

Sydney, Australia

Name
Aleza Moore

Education
M.B.A Marketing

Age
43 Years

Name
Aleza Moore

Education
M.B.A Marketing

Age
43 Years

  • Data Management
Administrators may struggle with managing and analyzing large amounts of data related to student performance, teacher effectiveness, and program outcomes. This can be particularly challenging when data systems are not well-integrated or when data is difficult to access or analyze.
  • Technology Integration
Administrators may experience frustration when attempting to integrate new technology into the classroom or administrative functions. This can be particularly challenging when teachers and staff members are resistant to change or when technology systems are not user-friendly.

Las Vegas, USA

Name
Gordon Brown

Education
P.M.P

Age
49 Years

Name
Gordon Brown

Education
P.M.P

Age
49 Years

  • Communication
Administrators may struggle with communication challenges, particularly when attempting to communicate with parents or community stakeholders. This can be particularly challenging when messages are not well-received or when there are language or cultural barriers.
  • Compliance
Administrators may face challenges related to compliance with state and federal regulations, particularly around issues such as student privacy, special education, and civil rights. This can be particularly challenging when regulations are complex or when they change frequently.

Newyork, USA

Name
Hernandez .M

Education
M.S Supply Chain

Age
40 Years

Name
Hernandez .M

Education
M.S Supply Chain

Age
40 Years

  • Staffing Shortages
Administrators may struggle to find and retain qualified staff members, particularly in high-need areas such as math, science, and special education. This can impact the quality of education and increase the workload of remaining staff members.
  • Policy Changes
Administrators may experience frustration when they must implement new policies or initiatives mandated by state or federal regulations. This can be particularly challenging when policies are poorly communicated or when they conflict with existing practices.

Usability Testing

The usability of a school management system (SMS) is crucial for its effective adoption and use by administrators, teachers, parents, and students. A well-designed SMS should be intuitive, efficient, and user-friendly to facilitate smooth operations and communication within the school community.

Clear and consistent layout: The system should have a logical and intuitive interface that is easy to navigate.

Minimal learning curve: Users should be able to quickly understand and use the system without extensive training.

Visual cues: Effective use of icons, colors, and other visual elements can help guide users.

Automation of tasks: The system should automate repetitive tasks, such as attendance tracking, grade calculations, and report generation, to save time and effort.

Data accessibility: Users should be able to easily access and retrieve relevant information when needed.

Integration with other systems: The SMS should integrate seamlessly with other school systems, such as learning management systems (LMS) and accounting software, to streamline workflows.

Accessibility: The system should be accessible to users with disabilities, adhering to accessibility standards like WCAG.

Customizability: Users should be able to customize the system to their specific needs and preferences.

Responsive design: The SMS should be optimized for different devices, including desktops, laptops, tablets, and smartphon

Wireframes

Mobile Interface

Desktop Interface

Prototype

The usability of a school management system (SMS) is crucial for its effective adoption and use by administrators, teachers, parents, and students. A well-designed SMS should be intuitive, efficient, and user-friendly to facilitate smooth operations and communication within the school community.

Wanna collaborate?

Let’s chat.

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Hey, thanks for checking out my work.

I’ve been fascinated with the way people interact with technology since forever. I’m particularly keen on digital products designed to make life easier for human beings.

What are you working on?

If you want to know more about my design process, or if you want to talk about a cool idea, don’t hesitate to hit me up.