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CONCEPT PROPOSAL
Tests /Exams
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Students
Parents
Teachers
Courses
Fees
Attendance
Employees
Reports
Executive Summary
In Zambian Secondary and Tertiary Schools today, many School Mangers and Principle have been lacking
the opportunity to manage their administrative activities using technological advancements such as
Mobile Phones, Tablets, Computers and Internet. Currently it is difficult for School Mangers and
Principles to know in real time how many students are attending classes, the Parents contact details of
each student, or generating reports on school fee payments for each student. These are just some of the
many solutions we are providing with our Open School Management System under the partnership of
Nchitonet Dot Com Ltd of Zambia and WIWO Enterprise Pvt ltd of India. The two companies with a great
technology background have established a partnership to deliver customized School Management
Systems to Fifty-Plus (50+) Secondary Schools in Zambia by the end of 2015.
The companies intends to partner with Ministry of Education, Individual Secondary Schools, the private
and public sector institutions to name this project a success in Zambia. This is thought to contribute
positively to the development of education in Zambia as the system will give privileges to school
Administrators, Teachers, Students and Parents to send and access vital information on students and the
school activities. What is even better is that the system will be Mobile responsive which means that
users (i.e. Parents, Teachers, Students and Admin) will be able to access the system on their Mobile
phones or Tablets (like Facebook). Imagine a system that provides privilege for a parent to know which
subject a child attended on a particular day regardless of the distance and place between them.
This project will start with a pilot project in January 2015 and will involve at least five (5) schools from
Lusaka. Then a Fifty-Plus (50+) project will commence in February with first identifying fifty (50)
secondary school that could participate. The criteria for participation will be quite simple; all it will take
is for school managers to indicate their interest to participate by purchasing a System License for their
school currently going K8,500 only. A free Live Demo presentation will be done at their school to just let
a feel of the system by the Admin and Teachers. Then a customized version of Zambia Open School
System with 12 months free technical support and update will be installed on a server of their choice.
We will be looking out for the private and public sector institutions to support the schools to meet other
costs such as Training and Customization of the Open School System to meet the needs of school
managers in Zambia.
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Contents
Executive Summary....................................................................................................................................... 2
Introduction & Background .......................................................................................................................... 4
Open School Management System ............................................................................................................... 5
System Portals........................................................................................................................................... 6
System Modules ........................................................................................................................................ 7
Delivering Open School Management System in Zambias Secondary Schools ......................................... 10
Time Frame ................................................................................................................................................. 12
Cost Estimates (Pilot Project) ...................................................................................................................... 14
Contact details ............................................................................................................................................ 15
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System Portals
Admin
Teacher
Student
Parent
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The system portal will enable School Administrators to login and perform various functions
and duties. Through the Admin Portal, School Administrators will be able to ;
Recruit new Students and Teachers and create their login details
Create School Time Tables and Track Attendance of Students and School Employees
Send and Receive electronic messages to Parents, Teachers and Students Via Email and
SMS integrated within the School System
Create Subject / Courses and Teachers responsible for individual tasks
Create and manage Tests / Exams and Generate Reports for students and parents
Open School System portal will enable School Teachers to login and access various privileges
such as:
View own Attendance, leaves etc. and mark Student Attendance (class-teacher only).
View Timetable, and enter marks (class-teacher only) for Exams.
Send and receive messages.
View News, Events and Events calendar.
System Modules
Student
s
Employees
Subjects &
Courses
The system has user friendly Student Module that will enable School Administrators and
other key users to do the following functions:
Admissions Dashboard and Admission Management
Create student Categories.
All Students list with default filters and custom filtering that can be saved.
Add, View and Manage student and guardian details
Generate PDF reports of Student profiles.
Open School Management System also has user friendly Employees Module that will enable
School Administrators and other key users to do the following functions:
Create employees and Manage Employee details.
Employee Leaves and Leave-types management
Employee attendance management
Set subject association for trainers/teachers.
Manage and Assign employee Category, Department, Positions and Grades
Open School Management System also has user friendly Course Module that will enable
School Administrators and other key users to do the following functions:
Create and manage Courses, Batches and Subjects (including electives)
Assign Weekdays, batch start & end dates, Class-teacher etc.
Set Course-Batch-Subject associations.
Limited management of Attendance, Timetable and Exams
Open School Management System also has user friendly Free Module that will enable School
Administrators and other key users to do the following functions:
Create and manage Fee-Category and Particulars
Create Fee-Collection schedule and enter collected fees
Manage Paid and Payable fees per student, per batch etc.
Fees
Open School Management System also has user friendly Examination Module that will
enable School Administrators and other key users to do the following functions:
Create and manage Exams
Enter scores of exams
View Assessment dashboard and set grading levels
Generate PDFs of report cards.
Examination
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Open School Management System also has user friendly Attendance Module that will
enable School Administrators and other key users to do the following functions:
Create and monitor various employee and student attendance records
Create and View the Detail and Reason for availed leaves
Attendance
Timetable
The System also has user friendly Timetable Module that will enable School
Administrators and other key users to do the following functions:
Set Weekdays
Set Class Timings and Breaks.
Create, generate and maintain timetable for each batch.
The System also has user friendly Reports Module that will enable School Administrators
and other key users to do the following functions:
Create Comprehensive reports per student
Generate Batch and student wise assessment/progress reports
Generate Reports for Employee and Student attendance.
Reports
Library
Hostel
Transport
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The System also has user friendly Library Module that will enable School Administrators
and other key users to do the following functions:
Search and List all books
Add book details
Manage the Lending and Returning of books
Create Book-Categories and Author lists.
The System also has user friendly Hostel Module that will enable School Administrators
and other key users to do the following functions:
List and Manage Room Details
Add Hostel Details like name, address etc.
Create, Allot and Vacate Rooms
Manage Mess, Menu types, and assign cuisines to students
Manage Mess fees and sent mail for unpaid fees.
The System also has user friendly Transport Module that will enable School
Administrators and other key users to do the following functions:
Add Vehicle and Driver Details
Create Routes and Stops
Allot students to routes
Manage School-transport-fees
Manage Log of All Buses
Open School Management System also has user friendly Downloads Module that will
enable School Administrators and other key users to do the following functions:
Upload Videos, Pictures and Documents for learning content
Materials are automatically filtered by batch and course
Create File categories to further fine tune and limit the uploaded content privacy.
Downloads
Open School Management System also has user friendly Import Module that will enable
School Administrators and other key users to do the following functions:
Import existing Student and Employee details from Excel sheets and CSV files.
Import
Open School Management System also has user friendly Export Module that will enable
School Administrators and other key users to do the following functions:
Export the Student and Employee details from Open School toCSV Excel files.
Export
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Identify at least five (5) schools preferably secondary schools that are based in Lusaka and could
be interested to have an electronic school management established for their institution.
Present a Demo of Open School System that has been designed and customized for Zambian
Schools
Confirm each Schools participation in the Pilot Project and ascertain their agreement to the
Terms and Conditions of the Open School Systems License
Gather some customizable features that school managers would like have on the system
2. Monitor & Evaluate usage of Open School Management System in participating Schools of the
Pilot Project
To achieve this we will need to;
Identify at least ten (10) key users from each participating school that will be frequently visited
and find out their challenges and progress in using open school system at their school
Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting
from the system
Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system
Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and
parents) in term of trainings and acquiring necessary gadgets and materials.
3. Implementing the fifty plus (50+) License Prroject of Open School Management System in Fifty
(50) Secondary Schools of Zambia
To achieve this we will need to;
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Identify at least fifty (50) secondary schools all over the country that could be interested in
establishing electronic management system for their schools.
Present a Demo of Open School System that has been designed and customized for Zambian
Schools
Confirm each Schools participation in the FiftyPlus (50+) Project and ascertain their agreement
to the Terms and Conditions of the Open School Systems License
Gather some customizable features that school managers would like have on the system
Launch the 50+ open School License Project in each of the fifty participating Schools
Provide startup training for managers and users of the open school system
4. Monitor & Evaluate usage of Open School Management System in participating Schools of the
Fifty-Plus (50+) License Project
To achieve this we will need to;
Identify at least ten (10) key users from each participating school that will be frequently asked to
give feedback on their challenges and progress in using open school system at their school
Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting
from the system and propose methods of closing up any gaps
Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system
Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and
parents) in term of trainings and acquiring necessary gadgets and materials.
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Time Frame
Task
1. Implementation of a Pilot Project that will involve at least five (5) Schools based in Lusaka
1.1. Identifying of Secondary School to participate in the Pilot project
1.2. Presentation of Demo Open School System to participating School Managers
1.3. Confirmation of each Schools participation in the Pilot Project and ascertaining their agreement to
the Terms and Conditions of the Open School Systems License
1.4. Gathering of some customizable features that school managers would like have on the system
1.5. Customization of the system tailored to the needs school mangers
1.6. Launch open School Management System for each participating School
1.7. Provide startup training for managers and users
2.
2.1.
2.2.
2.3.
2.4.
Monitoring & Evaluation on the usage of Open School Management System in participating Schools
of the Pilot Project
Identifying of at least ten (10) key users from each participating school that will be frequently visited
and find out their challenges and progress in using open school system at their school
Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting from
the system
Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be helped
and engaged to achieve a holist usage of the system
Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and parents) in
term of trainings and acquiring necessary gadgets and materials.
Implementation of the fifty plus (50+) License delivery of Open School Management System in Fifty
(50) Secondary Schools of Zambia
3.1. Identifying of at least fifty (50) secondary schools all over Zambia to participate in the Fifty-Plus (50+)
Open School System Project
3.2. Presentation of a Customized Demo Open School System to participating School Managers
3.3. Confirmation of each Schools participation in the FiftyPlus (50+) Project and ascertaining their
agreement to the Terms and Conditions of the Open School Systems License
Start Date
End Date
05/01/2015
12/01/2015
19/01/2015
16/01/2015
23/01/2015
30/01/2015
26/01/2015
02/02/2015
16/02/2015
23/02/2015
06/02/2015
13/02/2015
27/02/2015
06/03/2015
02/02/2015
27/02/2015
02/03/2015
20/03/2015
16/03/2015
27/03/2015
23/03/2015
03/04/2015
09/02/2015
27/02/2015
23/02/2015
23/03/2015
20/03/2015
02/05/2015
3.
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3.4.
3.5.
3.6.
3.7.
Gathering of some customizable features that 50+ school managers would like have on the system
Customization of the system tailored to the needs 50+ school mangers
Launching of the 50+ open School License Project in each of the fifty participating Schools
Providing startup trainings for managers and users in 50+ Secondary Schools in Zambia
Monitor & Evaluate usage of Open School Management System in participating Schools of the FiftyPlus (50+) License Project
4.1. Identify at least ten (10) key users from each participating school that will be frequently asked to give
feedback on their challenges and progress in using open school system at their school
4.2. Find out whether all intended users (i.e. Admin, Teachers, Students and parents) are benefiting from
the system and propose methods of closing up any gaps
4.3. Determine how best specific user groups (i.e. Admin, Teachers, Students and parents) could be
helped and engaged to achieve a holist usage of the system
4.4. Develop a roadmap for supporting specific user groups (i.e. Admin, Teachers, Students and parents)
in term of trainings and acquiring necessary gadgets and materials.
04/05/2015
25/05/2015
08/06/2015
22/06/2015
23/05/2015
26/06/2015
25/09/2015
27/11/2015
22/06/2015
28/08/2015
13/07/2015
16/10/2015
27/07/2015
04/12/2015
03/08/2015
18/12/2015
4.
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Each School participating in the project will be required to purchase License of an Enterprise Open
School Management System (@ K8,500) that will be installed on server of choice
Participating Schools can have their Open School System Hosted by Nchitonet or WIWO @ K1,500
per Year
Each participating School will send at least 3 people to participate in an initial Key User Training @
K1, 500 per person or participant.
Local partners such as the Ministry of Education and the private sector could support the
customization process of Open School Zambia System @ approx. K8,000 to enable the system be
tailored to the needs school mangers
Item Description
Unit
Unit Cost
(ZMK)
Sub Total
(ZMK)
Free
Free
Pilot Project
5 Schools
1,500
7,500
5 School
8,500
42,500
14 Days
550
7,700
15 Participants
1,500
22,500
Total
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80,200
Contact details
For more information on getting started, please contact us on the
following details:
Company:
Contact:
Address:
Email:
Phone:
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