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School Management System – Colleges and Universities

School Management System – Colleges and Universities

SMS3 is a highly integrated software system designed to automate all administrative aspects of any Educational Institution. It efficiently supports the administration of the entire student life cycle, starting with the original admission inquiries, tracking of required documentation, admissions acceptance process all the way through to the completion of studies and participation in employment programs.

SMS3 will run a variety of technologies.

SMS3 is composed of several sub-systems that can be installed according to the needs of private secondary or technical schools.

SMS3 is a fully interactive, user orientated system designed to operate within a single or multi-user PC environment, allowing local or remote access to the centralised student information database housed on an IBM i5 Server..

SMS3 is fully integrated with our advanced financial systems. All financial analysis is accomplished through user friendly report writers thus allowing you to customise to your desired accounting structures without conventional programming modifications.
System Features

Inquiries/Admissions System

This systems allows you to track inquiries made by potential applicants and full follow up of document requirements, communications, letter writing, labels etc. From the inquiry phase the system progresses into the full tracking of admissions stages and all related administrative reporting.

Inquiries/Admissions Reports

  • Status of Applications
  • Admitted Students
  • Admission Analysis
  • Cancellations
  • Rejected Students
  • Paid Deposits
  • Admission Labels
  • Originating School Labels

Student Registration System

The registration system is integrated with the active student’s database. It allows you to maintain a school’s physical room distribution, class hours, specific subject sections for each academic subject and full conflict detection and scheduling support. The on-line registration process allows you to enter selected subjects at any level and the automatic control of class allocation and wait listing. The billing interface components provides for the automatic processing of charges associated with the registration process and posting to the Accounts Receivable system. It provides full management of the registration process and includes extensive statistics.

The integrated grades processing sub-system allows you to enter grades, performs computation of grade point averages and produces transcripts.

Registration Reports

  • Section Status
  • Schedule of Classes
  • Student Registration
  • Class List
  • Class Waitlist
  • Enrolment Summary
  • Student Transcript
  • Grade Report
  • Grade Number Distribution
  • Grade Percentage Distribution by Discipline
  • Grade Percentage Distribution by Instructor
  • Financial Aid/Funds Management

This system allows you to maintain multiple funds and their corresponding distribution criteria. The distribution logic is controlled by established need levels which are user defined and relate to specific award amounts to be distributed to a student pool. Students are given the appropriate need levels per fund so that the fund administrators can “model” awards to satisfy the maximum number of students per need level. Funds disbursement is automatically posted to the billing and accounting systems.

Financial Aid/Funds Reports

  • Financial Aid Applicants by Name
  • Financial Aid Applicants by Unmet Need
  • Documents Tracking Status
  • Incomplete Documentation
  • Student Status Confirmation
  • Academic Progress
  • Awards Letter/Schedule
  • Summary of Awards

Billing and Cash Receipts Management

This system is fully integrated with the registration and financial aid/fund management sub-systems. It provides for the tracking payment schedules, monthly statement generation, cash processing and any other user defined transaction such as adjustments, write-offs, etc. All registration related charges are automatically posted to the AR database and fully interfaced with the General Ledger system. The system produces invoices, awards and contains all required financial management processes required.

Housing Management System

This system allows you to maintain a student’s personal data and housing information such as student housing preference and given term, student assignments to private homes, buildings or rooms, room capacity and description etc.

Sample Housing Reports:

  • Self/Mate Qualities Match
  • Building/Type 1st Preference
  • Resident Cost
  • Private Homes Occupancy
  • Unoccupied Homes
  • Room Assignment
  • Development/Alumni Management and Fund Raising

The system allows the maintenance of a comprehensive school donors database, including companies when existing Alumni are employed (both individuals and organizations). It also enables activity tracking of donors by ID#, DATE or NAME.

Optional Interfaces to Following Sub-Systems:

  • Accounts Receivable Management System (ARMS)
  • Accounts Payable (APMS)
  • General Ledger System (GLDSSI)
  • Decision Support System and Sales Analysis System (DSS-I)
  • Payroll Management (PMS)
  • Human Resources System (HRMS)