Auditing or Tracking of every activity in schools or institutions is not an easy task especially when it’s done manually. All activities that are associated with the school should be tracked and logs need to be maintained as it helps in understanding how the school can optimize and grow. The Auditing or Tracking school management software/ system in School Software Pro is a better tool to track your school activities.
When school data management moves to an online/ internet platform, the manual intervention of activities gets heavily restricted. A track of all log activities needs to be maintained, to check how the users are performing in different departments like finance activities, managing user accounts and scheduling or deleting activities.
The School Software Pro audit feature/ plugin helps in logging all activities your users (employees, students, parents) perform, what time they are performed, and what data they have accessed or tried accessing.
Read: What You Need in Online School Management System / Software
Audit management system feature tracks in 3 different categories:
- Activity Audit
- Data Audit
- User Audit
Under ACTIVITY AUDIT, a User with Audit Privilege will tracks the following activities; Tracks the user activities depending on the user role and assigned privileges such as creating and viewing timetable, creating, editing, and approving or rejecting an employee payslip, Adding an event in the calendar etc.
Activity Audit tracks the following user activities depending on the user role and assigned privileges:
- Logging in to School Software Pro
- Logging out of School Software Pro
- Viewing the attendance register
- Creating a timetable
- Viewing a timetable
- Adding an event in the calendar
- Creating a new fee collection
- Creating a new finance category
- Creating a fee particular
- Creating, editing, and approving or rejecting an employee payslip
The Activity Audit page lists all the activities performed and the total number of times the particular activity was performed for the current date. Data in all columns can be sorted by clicking the headers. Use the following date filters to filter and view the activities:
- Today – Displays activities performed for the current date.
- Last Week– Displays activities performed during the week prior to the current week.
- Last Month– Displays activities performed during the month prior to the current month.
- Last 3 Months– Displays activities performed during the three months prior to the current month.
- Last 6 Months– Displays activities performed during the six months prior to the current month.
- 1 Year– Displays activities performed during the year prior to the current year.
- Custom Date– Displays activities performed during the specified date range.
Under Data Audit category: Tracks the employee activities depending on the assigned privileges such as Archiving a student, Creating or deleting or reversing a finance transaction, Creating, editing, or deleting an exam group etc in your school or college.
In your Auditing or Tracking school management software/ system, a user with audit privilege under Data Audit category will tracks the following employee activities depending on the assigned privileges:
- Archived Student– Archiving a student
- Batch – Creating or editing a batch
- Cancelled Finance Transaction– Reverting a finance transaction
- Course – Creating or editing a course
- Employee – Creating, editing, or deleting an employee
- Exam – Creating, editing, or deleting an exam
- Exam Group– Creating, editing, or deleting an exam group
- Fee Refund– Creating a fee refund
- Finance Fee Collection– Creating or editing a finance fee collection
- Finance Transaction– Creating or deleting a finance transaction
- Individual Payslip Category– Adding a payslip category
- Student – Creating, editing, or deleting a student
- Timetable Entry– Creating or deleting a timetable entry
The Data Audit page lists all data activity details of a user for the specified date. Data in all columns can be sorted by clicking the headers.
Read: Primary, Secondary Schools Management Software in Nigeria with Free Demo you need
Under USER AUDIT category: One will tracks the user activities such as logging in and logging out of the application, Viewing the attendance register etc.
User Audit tracks the following activities for each user:
- Logging in to School Software Pro
- Logging out of School Software Pro
- Viewing the attendance register
- Creating a timetable
- Viewing a timetable
- Adding an event in the calendar
- Creating a new fee collection
- Creating a new finance category
- Creating a fee particular
- Creating, editing, and approving or declining an employee payslip
The User Audit page lists all the users, their most recent activity performed, and the time the user was last active. Data in all columns can be sorted by clicking the headers. You can search and view user activity details according to the user role (Student and Employee) or for a specific user; Username (includes Parent).
There are various scenarios where the Audit or Track feature/ plugin has helped us in sorting confusions on data discrepancy.
Once such scenario was when one of the school was worried about the student information been changed without being notified to the admin. Since these days most of the software runs under a SAAS platform, they do not get the access to the log at their side.
However, with the introduction of the school Audit or Track management software in your school ERP, the user activities can be tracked and we were able to find out the reason how the changes was reflected in the student profile.
The main advantage of the audit plugin is highlighted when it comes to managing financial transactions. Most schools and institutions face a discrepancy while collecting various fees from their students and find it incredibly difficult to keep a track of which student has paid which fees. With student numbers only increasing in schools, it is also becoming increasingly difficult to maintain these records physically or using financial tools like Tally since they do not involve tracking payments to specific users in your system.
As School Software Pro allows fees to be tracked to specific student profiles as well as teacher profiles. The audit plugin clearly tracks all activities each user performs when it comes to transactions. The information on scheduling fee collection, collecting fees and reverting the fee collected is listed in log. Our customers have come back to us and have always expressed the immense amount of value the audit plugin has brought to them purely because it maintains a log of all actions being performed in School Software Pro and because of this very simple but powerful feature of School Software Pro, our customers have always located and removed mismatched fee collections and had a clean financial record to save up to 56% of their finances year on year.
School Software Pro is a powerful school ERP which puts the user first. With Auditing or Tracking school management software/ system in School Software Pro, it will end losing money because of bad records and mismanaged documents.