e-School Software (MIS) Implementation Plan

Analyst firm Gartner estimates that 55% to 75% of all projects fail to meet their objectives.

e-school-mis-implementation-plan

e-School Enterprise Version Implementation Plan

(Based on About 1000 students sized school/college)

Responsibility of e-Zone

  • Allocated time for e-School Implementation (which is covered in software cost)
    • On-site support:
      • 5 full working days (i.e. 40 hours) for Enterprise package.
      • Committed working days (As per agreement) for Enterprise package.
    • Team Viewer/Online support: Unlimited
    • Email/SMS Support: Unlimited
    • Telephone/Skype Support: Unlimited
    • Additional Onsite support: Applies ADDITIONAL COST as per official rules.
  • e-Zone’s dedicated Implementation officer’s responsibility
    • Environment Setting – 1/2 Day (Client’s MIS officer must be participated in all activities)
      • Product Briefing to the client’s senior management and concerned parties.
      • Supervise available Network / Server / Hardware (From both site)
      • Providing essential list of logistics to run e-School to the client’s MIS Officer
    • System Installation 1/2 Day
    • Master setup – 1/2 Day (Client’s MIS officer must be participated in whole activity)
  • Training to the client (By e-Zone’s Implementation Officer) – 1 day
  • Participants
    • Client’s Project Lead/Management Representative
    • MIS Officer ( must be participated in all modules training as future in-house trainer and System Administrator)
    • All Modules Operators
  • One day full day is required for training; Power point projector is must
  • Student Information and Employee Information (½ hours)
  • Accountant + Payroll Administrator (2 hours)
  • Billing/Cashier (1.5 hours)
  • Exam-Coordinator (1 hour)
  • Attendance Administrator (1 hour)
  • SMS Administrator ( ½ hour)
  • Librarian(½ hour)
  • Required support to the e-Zone Implementation team by Client’s dedicated MIS officer.
    • Supporting for HW/NW and all logistic support during the project implementation.
    • Training co-ordination and participating in all modules trainings to be in-house trainer during the implementation and in the future.
    • Scheduling the module live date, supporting internal staff to go live, conducting special support to any individual internally to coop with new system.
    • Re-Training to the modules operator and any concerns or replacements if it needs.
    • Supervise Network / Server / Hardware and Manage User’s role and responsibility in MIS.

 

Responsibility of Client

Start by writing a clear and concise implementation plan. Each department submits a clear work-plan to implement their own module and link it to management’s implementation plan;

  • Client site requirement for e-School implementation
    • 24 hour or office hour UPS power for Server and/or Networking equipment.
    • Dedicated Internet for Team viewer support or online support
    • Dedicated printer for Bill Printing & other essential table.
    • Additional working hours of Implementation time is billed as per official rules.
  • Clients dedicated MIS officer’s responsibility
    • Playing the role of Trainer inside the organization during the software implementation.
    • System and master setting related data updating with close coordination of e-Zone Implementation Officer’s Team.
    • Responsible for Data Entry, Migration, and other data related task.
    • Conducting re-training within organization of any module whenever needed to success the MIS Implementation.
    • Monitor work progress of all departments related to MIS implementation.
    • Report latest status of MIS implementation to the e-Zone MIS Implementation officer and his/ her own management MIS representative or team.
    • Implement application thoroughly and report to team lead/management representative if any creative and valued requirement needs to be addressed (BUT THIS KIND OF DEVELOPMENT/CUSTOMIZATION/INTEGRATION MUST BE APPROVED BY CLIENTS MANAGEMENT AND ACCEPT BY E-ZONE MANAGEMENT REPRESENTATIVE;  IN MOST CASES IT REQUIRES ADDITIONAL COST.)
  • In-housetraining after implementation by client’s MIS Officer (Suggested for academic enhancement)
    • Teacher
    • Student
    • Parents (If Applicable)
    • Management/Board/Shareholders (Must be participated)
  • Change Management and Implementation support mechanism
    • Any request of Changes in system, customization and integration MUST COME OFFICIALLY. e-Zone will submit quote for changes, when client’s management approves the quote then only e-Zone will start to work on changes in system.
    • Any disputes, misunderstandings, or gaps between two parties will be solved by FORMAL COMMUNICATION BETWEEN TWO PARTIES.

Note:

  1. ADDITIONAL MAN DAYS of e-Zone’s Implementation team will be billed as per official rules.
  2. Any inefficiency from client site which increase the implementation duration causes ADDITIONAL COST.
  3. DURING THE IMPLEMENTATION e-Zone will support in client site, by phone support, by online support, by Team Viewer support. Date of client site support for implementation must be fixed two days before.
  4. ADDITIONAL WORK COSTS ADDITIONAL MONEY
    • Customization Engineers Cost: NRS 1,000/hour & NRS 5000/per visit
    • Implementation Officers Cost: NRS 3,000/day & NRS 1500/per visit
    • Data Entry Support Assistants          Cost:        NRS 1,500/day
    • Travel Allowance & Daily Allowance As per actual (only for out of Kathmandu valley)
  5. AMC is must after warranty period.

Implementation Planning

(General estimation for 1000 students School/College; this estimation is based on all departments work parallel during the implementation time)

Client’s MIS officer and e-Zone’s Implementation officer fixes the schedule jointly in their comfort and all activities records are stored in implementation log book.

  1. Student and employee data update- 3 days
  2. Implementation of billing module- 2 days
  3. Implementation of accounting module- 2 days
  4. Implementation of attendance module -1 day
  5. Implementation of payroll module – 1 day
  6. Implementation of examination module – 1 day
  7. Implementation of library module – 3 days
  8. Teacher, student, parent portal – 3 days
  9. SMS module- ½ day
  10. Student attendance – ½ day
  11. Calendar, time table, event management – 2 days
  12. Existing report finalization – 3 days

Allocated time for e-Zone’s Implementation Officer which is covered in software cost:

e-School Enterprise (Allocated time for Implementation which is covered in software cost)

  • Onsite support: 40 hours (i.e. 5 full working days)
  • Team Viewer/Online support: Unlimited
  • Email/SMS Support: Unlimited
  • Telephone/Skype Support: Unlimited
  • Additional Onsite support: Applies ADDITIONAL COST as per official rules.

 

e-School Professional (Allocated time for Implementation which is covered in software cost)

  • Onsite support: 24 hours (i.e. 3 full working days)
  • Team Viewer/Online support: Unlimited
  • Email/SMS Support: Unlimited
  • Telephone/Skype Support: Unlimited
  • Additional Onsite support: Applies ADDITIONAL COST as per official rules.

 

e-School Standard (Allocated time for Implementation which is covered in software cost)

  • Onsite support: 16 hours (i.e. 2 full working days)
  • Team Viewer/Online support: Unlimited
  • Email/SMS Support: Unlimited
  • Telephone/Skype Support: Unlimited
  • Additional Onsite support: Applies ADDITIONAL COST as per official rules.

e-School Lite (Allocated time for Implementation which is covered in software cost)

  • Onsite support: 8 hours (i.e. 1 full working days)
  • Team Viewer/Online support: Unlimited
  • Email/SMS Support: Unlimited
  • Telephone/Skype Support: Unlimited
  • Additional Onsite support: Applies ADDITIONAL COST as per official rules.

Implementation Log

Date and Time of work Work Description Client Participant’s Name e-Zone Officer’s Name Signature
Day 1
Day 2
Day 3
Day 4
Day 5
Day 6
Day 7
Day 8
Day 9
Day 10

 

 

 

———————————-                                                                                       ———————————

Client’s Representative Signature                                                            Client’s Representative Signature

Factors for Assuring MIS Implementation Success:

  • Provide adequate executive management sponsorship and commitment.
  • Assure adequate scoping by involving the expert user community in needs definition and product selection.
  • Provide experienced project management resources and project team members.
  • Use a proven methodology.
  • Provide sufficient budgeting of cash and internal resource allocation.
  • Anticipate, embrace, and manage change.
  • Avoid extensive modifications and use proven 3rdparty products when available.
  • Solid quick fixes and revisions to beta testing issues.
  • Too much training is almost enough.

The Hidden Cost of MIS Implementation:

  • Training Frequency
  • Customization
  • Integration and Testing
  • Data Conversion
  • Employee Turnover

 

Why 71% of MIS System Implementations Fail:

  • Takes longer to implement than expected
  • Costs more than expected
  • Fails to deliver at least half of the expected business benefits

Top 10 Reasons:

  • Setting unrealistic expectations at the outset.
  • No clear destination.
  • A good plan or just a plan?
  • Under-estimating resources required.
  • Failure to manage organizational change.
  • Not involving key stakeholders.
  • Poor Implementation Strategy.
  • Not enough user training.
  • Poor project management.
  • Implementation Budget.

The Problem:

  • The average MIS implementation cost minimum NRS 1 Million
  • The average MIS implementation took almost 12 months
  • 53% went over cost budget
  • 61% exceeded their planned implementation duration

.