Basic requirements for designing education management software in schools

Basic requirements for designing education management software in schools


Trinh My Van

 11th grade, Tran Phu gifted highschool,

Hai Phong City

1. Introduction

Education management in schools is a mechanism that organizes, manages, supervises, and evaluates educational activities. It aims to systematize the data management process, ensure security and integrate many features to make the management process strict, flexible, and accurate for activities in schools. It meets the needs of education managers, teachers, students, and parents. In school, the most important and valuable possession is information about school activities and the personal files of school members. The problem that needs to solved is how to build the most advanced and optimal management system to help school administrators, teachers, and students control data, provide information and create interaction between internal and external school stakeholders most conveniently and accurately. By virtue of the benefit of education management software, many schools are applying this system which has outstanding features compared to the previous education management nowadays.

First, education management software must be designed to manage the school’s operational process in data management and organization related to school activities, especially teaching and learning activities within the shool.

Thanks to educational management software, schools can control and report on their activities, store information, connect with and care for their members – especially teachers and students.

In this era of strong information technology development, especially digital technology, it is essential to enhance the ability of transmitting a huge amount of information quickly. Building educational management software based on digital transformation technology will support modern educational management. It can be seen that the outstanding utility that educational management software brings is remarkable in the process of modernizing technology.

2. Objects affected by education management software

Nowadays, application of educational management software that uses the latest breakthroughs of information technology to high schools is achieving high efficiency. Educational management software based on modern technology applications will support users in managing information of teachers and students, professional activities, and general finance scientifically. It brings convenience to schools, especially for teachers and students by simplifying the process of connecting students with teachers as well as parents with schools. Among the objects affected in schools, there are three objects that are most affected:

School administrators: education management software helps management staffs in managing teachers, students and the school’s activities, especially professional activities; improving the quality and efficiency of activities in the school.

Teachers: enhancing the quality and efficiency of keeping track of students’ studying and training process most accurately and simply, updating information and content during the teaching and educating process, sending and restoring documents quickly.

Students: capturing information about the schedule, tracking scores, knowing their teacher’s evaluation related to knowledge and moral qualities quickly, conveniently.

3. Several necessary requirements of education management software

3.1. Digital data management and storage:

An education management system in schools includes many different functions. Therefore, education management software needs to be built in a logical system and can be installed and used entirely on the intranet or a system built on a web – app platform to synchronize via the internet. Users can upload essential information, teaching – learning materials and other related documents quickly and conveniently. For this reason, the data transferred on the system will be huge.

Education management software will provide users with an account to access folders according to roles and levels of management. Besides, it allows the users to upload documents smoothly and swiftly. In addition, the software also supplies many beneficial utility functions for all participants. After the data is uploaded, the system will  automatically classify it by file type, size and uploading time, which ensures that users can easily control contents before posting publicly. Building an education management system will create a modern education management and studying environment, providing new experiences for management staffs, teachers and students.

3.2.  Security features

For educational management systems, security is critical to ensure information safety and smooth operation of the system. Because of the ease and convenience of data transfer, the educational management resource library is very diverse and rich in content that requires high security. Whether the software system is designed on a web platform or an app, it needs to have a user-friendly interface for easy use. The educational management software interface must be divided into many levels depending on the position and role of the users. This data is not only carefully managed and stored in the system, but also being classified according to many forms such as file size, file format, data size, uploading time,… to help users easily control content and search when necessary. In addition to ensure information security for participants, the system must also ensure copyright and privacy for all users.

  Therefore, educational management software has to secure privacy rights for personal information participating in the system and avoid leaking confidential information, personal information as well as other risks. Therefore, educational management software must be authorized to access and exploit the resource library according to the hierarchy to meet the data management needs of groups or individuals with absolute safety.

3.3.  Wide compatibility on many devices

With the development of management software, one of the requirements is that the software must be able to be used on many different smart devices to demonstrate the modernity of technology. Educational management software is considered as a versatile tool because it can combine with many other devices at the same time. Users can access and operate the system on many devices, including computers, laptops, smartphones, tablets,… This will bring convenience to users, solve many problems, and maximize user experience. Therefore, educational management software developers must create uniformity of files on the interface, allowing users to use any devices without worrying about limitations on using softwares or specialized devices. The software is capable of increasing the number of users accessing and participating in the online system with a wide bandwidth that helps share information widely and conveniently.

3.4. Multi-language integration

In the current broad international integration environment, software must be able to be compatible with the usage of many languages so that any individual from any countries can use the software the most effectively. It must be easy to switch languages depending on the needs of individuals. In order to solve the interaction of software users in the data management process effectively, English and the native language of the country must be the priority of educational management software. This will minimize system errors and affect other important data in folders.

3.5. School activities management

Most management tools today have updated functions that allow users to build their own study plans and activity schedules that are both mandatory according to regulations and personalized for their activities. All members can use their personal information to register for courses, jobs, buy materials according to their personal needs, ensure the security of information throughout the registration and use of documents and information on the system. Controlling the behavior of participants when using educational management software helps manage educational activities in schools easily, thereby improving the effectiveness of educational management work, especially in teaching and learning. In general, educational management features aim to best serve professional activities to enhance the position and importance of teachers and students in schools. Teachers and students who are involved in the system and carrying out teaching and learning plans will obtain advantages when updating and exchanging news anytime, anywhere.

4. Conclusion

Educational management software is a beneficial tool in educational activities. With knowledge of information technology to operate the system, users of educational management software can achieve higher work results with lower costs. It helps managers, teachers, and students experience smoothly and conveniently. Applying educational management software will allow users with only a smart device connecting to the internet to participate in many educational activities without going far or using many other tools. Everyone using educational software on the system can connect and interact with each other. From there, conversations will become more lively and easier to convey because users can send images and documents to each other.

Thanks to educational management software, the productivity, quality, and work efficiency of school staff, above all teaching staff are increasingly improved, students’ academic achievements are progressing, and obstacles are reduced such as geography distance, time savings and effort.

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