We are no longer in the times when parents will stand in long queues, waiting to pay the fees of their wards. Time has also passed when school staff will invest time and effort in manually maintaining the fee collection records. Thanks to technology, if you manage a school, you can set up a fee management system. If you don’t have this, you are setting yourself up for failure. Education is no longer rooted in traditional paper methods.
Here are some tips that you’ll find useful as you look to set up efficient fee management software.
1. Start by Integrating Your System
Yes, you want to use an integrated system for your school but do you know what it means? Let me tell you. System integration is the process of connecting different components into a single larger unitary system. So, what will an integrated system do for you? I’m glad you asked. An integrated fee management system will handle anything that has to do with fees for your school. Whatever it is you need, a fee management system got you covered. So, building a fee system is where you should start.
2. Have Clarity
If you want to save time as you build your fee management system, then you need to ensure that you have all the major questions figured out. What are the major questions? Some of them are, who will be collecting the fee? What will the application process look like? Who will approve? Etc. By answering these questions, you have a clear direction. This is why you need to have documentation and training for this to work.
3. Fix Inconsistencies
To make your fee management system more efficient, you need to have multiple payment modes. Some of the payment modes will include NEFT, cheque, cash, etc. If you are using different modes of payment, it is important to check them regularly. You must ensure that you reconcile the records at least once a week. You should also cross-check technicalities from the bank’s end. This would allow you to match the bank statements with the report of the previous week.
4. Be Transparent
When you constantly monitor the fee collection process, you will be breeding reliability and trust. You need to check if your system is working the way you wanted it to and why it is working the way it is. You will always be one step ahead as long as you have data. You can check the internal reports weekly or daily, depending on what you want. These reports could be automatically sent by the collection software.
For me, this is the most important tip. You can’t do anything without money. If you are going to run a good fee management system, you need to know your budget. If you can’t draw your plan around a budget, then don’t start. If you aren’t sure that the budget you have on hand can execute the project, don’t start. In all, have a solid budget. Good things are usually not cheap!
There you have it! Five tips that will help you get started on your dream of building a good management system. So, get your budget right, have clarity of mind, and be transparent, and you can well be on your way to having a powerful fee management system.