SCHOOL MANAGEMENT SYSTEM

(Awolia School)

1. CORE USER ROLES & ACCESS LEVELS

Role Description

Super Admin Full system control and configuration

School Admin Manages overall school operations

Principal Academic leadership and staff oversight

Vice Principal Partial academic and administrative oversight

Teacher Academic delivery and assessment

Class Teacher Class-specific academic and student management

Librarian Digital and physical library management

Accountant Financial and fee management

HR Manager Staff and human resource management

Student Academic access and learning activities

Parent / Guardian Student monitoring and communication

Alumni Limited access to academic records and certificates

Guest / Public User Access to school public portfolio

Permission Legend (Place above tables in Word)

  V – View

 C – Create

 E – Edit / Update

 D – Delete

 A – Approve

 X – Export / Print

 — – No Access

1. SYSTEM & USER MANAGEMENT

Module Super Admin School Admin Principal Vice Principal Teacher

User Management VCEDAX VCE V — —

Role & Permission Setup V C E D — — — —

System Settings VCED V V — —

Dashboard Access V V V V V

2. STUDENT MANAGEMENT

Super School Class

Module Principal Teacher Student Parent
Admin Admin Teacher

Admissions VCEDAX VCEA VA — — — —

Student Profile VCEDX VCE V VE V V V

Enrollment &
VCEA VCEA VA — — — —
Promotion

Discipline Records VCED VCE VA VCE V — V

3. ACADEMIC & LMS MODULES

 Super School Class
Module Principal Teacher Student Parent
Admin Admin Teacher

Subjects &
VCED VCE V V V — —
Curriculum

Timetable VCED VCE VA V V V V

Class Attendance VCED VCE V VCE VCEA V V

Exams & Grading VCEDA VCE VA CE CE V V

Assignments VCED VCE V VCE VCE VC V

Teacher Feedback V V V CE CE V V

4. FINANCE & FEES MANAGEMENT

Module Super Admin School Admin Principal Accountant Student Parent

Fee Structure Setup VCED VCE V VCE — —

Payments V V V VCEA V V

Scholarships & Discounts V C E D A VCE VA VCE — —

Invoices & Receipts VX VX V VCEX VX VX

Financial Reports VX VX VX VX — —

5. STAFF & HR MANAGEMENT

Module Super Admin School Admin Principal HR Manager Teacher

Staff Profiles VCED VCE V VCE V

Staff Attendance V V V VCEA V

Leave Management V V VA VCEA VC

Disciplinary Actions V C E D VCE VA VCE —

HR Reports VX VX VX VX —
6. LIBRARY MANAGEMENT

Module Super Admin Librarian Teacher Student Parent

Library Resources V C E D VCED V V V

Issue / Return V VCE — V —

Digital Content V VCE V V V

Library Reports VX VX — — —

7. ANNOUNCEMENTS & COMMUNICATION

Module Super Admin School Admin Principal Teacher Student Parent

Create Announcement V C E D VCE VC C — —

Publish & Schedule V VA VA — — —

Receive Notifications V V V V V V

8. CERTIFICATES & DOCUMENTS

Module Super Admin School Admin Principal Student Alumni

Certificate Design VCED VCE V — —

Certificate Issuance VCEA VCE VA — —

Certificate Download V V V V V

QR Verification V V V V V

9. PUBLIC PORTAL ACCESS

Module Guest / Public User School Admin

View School Website V VCE

Online Admission Form C V

Contact & Inquiry C V

Module Guest / Public User School Admin

News & Events V VCE

Notes (Add as text in Word)

 Super Admin has unrestricted access

 Approval permissions are restricted to senior roles

 Students and Parents are mostly view-only

 Multiple roles combine permissions

 All actions are logged for audit purposes

2. PUBLIC SCHOOL PORTFOLIO (NORMAL USER)

2.1 Public Website Features

 School profile and overview

 Vision, mission, and core values

 School history and achievements

 Leadership profiles

 Faculty showcase

 Facilities gallery

 News and announcements

 Events calendar

 Admissions information

 Contact and inquiry form

 Online application portal

 SEO-optimized pages

 Multi-language support
3. STUDENT MANAGEMENT SYSTEM

3.1 Student Records Management

 Admission management

 Student profiles

 Enrollment and class assignment

 Promotion and graduation management

 Student ID generation

 Discipline and behavior records

3.2 Academic Tracking

 Subjects and curriculum management

 Continuous assessment tracking

 Exams and grading system

 GPA / CGPA computation

 Transcripts generation

 Report cards (PDF and digital formats)

3.3 Attendance Management

Tracks daily student presence.

 Daily attendance (class-wise / subject-wise)

 Late arrival and early leave tracking

 Attendance reports (monthly, term-wise)

 Absence reasons and approval workflow

 Parent notifications for absences

3.4 Timetable & Scheduling

 Class timetable creation

 Teacher assignment

 Classroom and room allocation

  Exam scheduling

 Clash detection

3.5 Fee & Student Financial Management

 Fee structure setup

 Payment tracking

 Scholarships and concessions

 Fee receipt generation

 Pending dues and defaulter reports

4. STAFF MANAGEMENT SYSTEM

4.1 Staff Profiles (Core Information)

 Personal details:

o Name, date of birth, gender, blood group

o Emergency contact

 Contact details:

o Phone, email, address

 Role assignments:

o Multiple roles (e.g., Class Teacher + Subject Teacher + Coordinator)

 Department allocation:

o Academic, Administrative, Support Staff

4.2 Human Resource (HR) Features

4.2.1 Attendance Management

 Biometric integration (fingerprint, face recognition)

 Manual attendance entry

 Geo-fencing for mobile check-in

 Late arrival and early departure tracking

  Holiday and weekend management

4.2.2 Leave Management

 Leave types:

o Casual, Earned, Sick, Maternity, Paternity, Medical, Study leave, etc.

 Online leave application and approval workflow

 Leave balance tracking

 Leave encashment

 Auto-rejection if leave exceeds entitlement

4.2.3 Disciplinary Actions

 Warning letters

 Suspension records

 Termination records

 Disciplinary notice generation

4.2.4 Staff Workload Management

 Timetable-based workload calculation

 Extra classes and substitution tracking

 Workload analysis reports

4.2.5 Staff Analytics & Dashboards

 Staff strength by department, gender, and age

 Turnover rate analysis

 Leave trends

 Performance score analysis

 Salary expense analysis

5. TEACHING & LEARNING MANAGEMENT SYSTEM (LMS)

5.1 Class Attendance

  Attendance methods:

o Biometric (fingerprint / face)

o RFID cards

o QR code scanning

o Manual entry via web or mobile app

 Real-time attendance marking (present / absent / late)

 Auto-notifications to parents for absences

 Attendance pattern and trend analysis

 Integration with payroll and grading systems

 Proxy prevention using geo-fencing or photo verification

5.2 Assignment Creation & Submission

 Assignment creation tools:

o Instructions, due dates, rubrics, attachments, point values

 Supports text, file uploads, quizzes

 Online submission portal

 Plagiarism detection (e.g., Turnitin integration)

 Automated and manual grading

 Late submission penalties

 Assignment tracking dashboards

 Parent visibility of assignments and progress

5.3 Teacher Feedback System

 Customizable feedback templates

 Feedback on assignments, exams, and overall progress

 Real-time delivery via portal, email, or app

 Feedback history tracking

 Parent acknowledgment
  Feedback aggregation into report cards

 Two-way communication between teachers, students, and parents

6. REPORTING & ANALYTICS SYSTEM

6.1 Student Reports

Academic Performance

 Term-wise, subject-wise, and overall performance

 GPA / CGPA reports

 Student vs class average comparison

 Year-on-year comparison

 Grade distribution charts (bell curve, top performers)

 Subject-wise strength and weakness analysis

 Printable and digital report cards with teacher remarks

Attendance Trends

 Daily, monthly, term-wise, and yearly attendance

 Chronic absenteeism reports (below 75%)

 Reason-wise absence analysis

 Attendance heatmaps (day/week/month)

Progress Over Time

 Longitudinal performance reports

 Learning curve graphs

 Subject-wise progress tracking

6.2 Staff Reports

Teaching Performance

 Average student marks per teacher

 Student pass percentage per teacher

  Grade distribution analysis

 Comparison with school average

Attendance & Leave

 Daily, monthly, yearly attendance summary

 Leave utilization patterns

 Late arrivals and early departures

Student Feedback

 Anonymous student feedback

 Feedback trends over time

 Open comment analysis (text mining)

6.3 Administrative Reports

Enrollment Statistics

 Current student strength by class, section, gender, category

 Admission trends (yearly and monthly)

 Dropout rates and reasons

 Waiting list reports

Finance & Fee Collection

 Fee collection summary

 Defaulter list with aging (30/60/90 days)

 Income and expense reports

 Budget vs actual spending

 Transport and hostel fee reconciliation

7. FINANCE & FEES MANAGEMENT

7.1 Fee Structure Configuration

  Multiple fee heads: tuition, admission, transport, hostel, exam, lab, library, uniform,
activity, etc.

 Category-based fee structures

 Flexible payment frequency options

 Installment management with late fee rules

 Auto-generation of fee slips

 Session-wise fee management

 Discount and waiver rules

7.2 Online & Offline Payments

 Online payment gateways (Telebirr, CBE, other Ethiopian banks)

 Offline payments (cash)

 Digital payment receipts (PDF / Email / WhatsApp)

 Partial payment support

 Real-time payment status tracking

 Automated payment reminders

 QR code generation for quick payments

7.3 Invoicing & Receipts

 Automated invoice generation

 Customizable invoice templates

 Bulk invoice generation

 Digital receipt generation

 Complete payment history

 Payment reconciliation

7.4 Scholarships & Discounts

 Merit-based, need-based, sports, and government scholarships

 Automatic discount rules

  Scholarship tracking and reporting

 Renewal and expiry management

7.5 Financial Reporting

 Fee collection reports

 Defaulter and outstanding dues reports

 Income & Expense statements

 Profit & Loss, Balance Sheet, Cash Flow

 Bank reconciliation

 Financial audit trails

8. LIBRARY MANAGEMENT (PHYSICAL & DIGITAL)

 Advanced search and discovery

 secure access control

 Offline reading with expiry rules

 Reading progress tracking

 Annotation and collaboration tools

 Multi-format content support

 Usage and engagement analytics

 Role-based access permissions

 Content categorization and tagging

 Version control and update notifications

 Mobile and tablet optimization

 Auto-expiry and renewal

9. ANNOUNCEMENT & COMMUNICATION SYSTEM

9.1 Announcement Creation

  Title, description, and content editor

 Rich text formatting

 File attachments (PDF, images, audio, video)

 Embedded videos and forms

 Event links and RSVP forms

9.2 Audience Targeting

 School-wide announcements

 Role-based targeting

 Class, section, stream, or department-based targeting

 Individual user targeting

 Dynamic filters

 Saved audience groups

9.3 Delivery Channels

 Mobile app push notifications

 SMS

 WhatsApp Business API

 Email

 In-app and web portal notifications

 Voice calls (optional)

9.4 Priority & Emergency Alerts

 High-priority alerts

 Emergency notifications

 Auto-repeat delivery

 Flash notifications

9.5 Scheduling & Automation

 Scheduled announcements
  Recurring announcements

 Auto-generated announcements from events

 Delayed delivery

9.6 Predefined Templates

 Exam timetable

 Sports day / Annual function

 Parent-Teacher Meeting

 Holiday list

 Fee reminders

 Result announcements

 Emergency closures

 Welcome messages

10. CERTIFICATE & DOCUMENT MANAGEMENT

 Course completion certificates

 Custom certificate designer

 QR-code-based verification

 Bulk certificate generation