Streamlining Operations with Process Automation for the American International School of Chennai (AISC)

To streamline the management of extracurricular activities, Team Daffodil developed an Activity Management Module. This module enabled parents to book one activity per day for their children, with the option for activities to repeat every week (if the slots were available).

By offering the flexibility to pay only for the activities their children attended, the platform addressed the issues of paying for an entire month upfront.

Parents could easily monitor their children’s participation and receive real-time updates on upcoming activities or changes in schedules. This level of transparency and control elevated the overall experience and enhanced convenience for the parents.

To ensure a secure and seamless transaction process, the system integrated with HDFC’s payment gateway. This enabled parents to make payments for bookings in a safe and efficient manner. The integration also reduced the administrative burden of handling payments manually, making the entire process more streamlined.

An additional Camp Program Module was built to help parents book these activities for their children during the special winter and summer camps organized by the school. This feature allowed parents to book multiple activities for their children each day, selecting different time slots based on availability. The selected activities were repeated every day throughout the camp, giving parents the ability to plan their child’s participation with ease.

Team Daffodil built a comprehensive module integrated with the school’s inventory system to streamline merchandise purchases. This system allowed parents to order school uniforms, sportswear, and other merchandise directly through the platform. Parents could select the correct size, color, and quantity, with real-time inventory visibility.

Once the order is placed and the payment is fulfilled, a pick-up location inside the school (such as the auditorium or the lab) and pick-up time are assigned corresponding to the order. Parents or students could then collect the merchandise from the designated location at the assigned time. Children and Teachers can also view the status of the order through the module.

To further enhance efficiency, a detailed dashboard was developed for vendors to view and update the status of the order through the panel.

The module helped to reduce stock-out situations and overcrowding at the school and ensured a smooth and efficient purchase experience. It eliminated the need for parents to visit the school a number of times just to see if the stocks were available, making the entire process more convenient and hassle-free.

Team Daffodil developed a comprehensive Procurement Management System (PMS) to help AISC streamline its procurement process. This module provided several key features that made managing procurement more efficient and transparent:

◉ Budget Setting: The system allowed AISC to define budgets for each department, ensuring that all purchases stayed within predefined financial limits. This helped prevent overspending and provided better financial oversight at the departmental level.

◉ Purchase Order (PO) Creation and Approval: PMS also enabled the generation of Purchase Orders (POs) and facilitated an automated approval workflow. The system tracked each PO through the approval hierarchy – from the Department Heads to the Finance Heads. This ensured that all purchases were properly authorized before proceeding.

◉ Vendor Relationship Management: The system helped AISC monitor and manage its vendor relationships more effectively. Through a centralized view of vendor performance and past order history, the school could improve negotiations, and ensure better service from suppliers.

The Procurement Management System also provided full visibility into the school’s spending and procurement processes with real-time insights. Furthermore, it enhanced budget control, ensuring that all departments adhered to their financial limits. This aided in making AISC’s financial operations more transparent, efficient, and streamlined.

A robust Admin Panel was developed to centralize scheduling, activity management, and reporting for school administrators. The panel allowed administrators to:

◉ Create and Manage Activities: Admins could easily set up and manage various activities, assign instructors, and define activity schedules to ensure smooth execution.

◉ Monitor Participation and Performance: The panel allowed for real-time tracking of student participation, helping administrators manage attendance, track progress, and ensure that activities were being conducted as planned.

◉ Generate Reports: Admins could generate detailed reports on a wide range of key metrics, including activity participation, financial transactions (i.e., payments and bookings), and other performance indicators, enabling data-driven decision-making.

Additionally, the PDF export functionality enabled admins to download reports, making it easier to share schedules and summaries with the staff. This streamlined the school’s operations, reduced manual administrative work, and provided full control and visibility into activities and schedules.