8
Total Scope Points
6
Agreed In Scope
2
Phase 1 Delivery
0
Under Discussion
Master Functional Scope & Custom Requirements
8. Operations, Facilities, Fleet GPS Tracking & Role-Based Security (RBAC)
Transport & Fleet GPS Tracking: Route mapping, stop-wise fee rules, vehicle maintenance logs, driver documents, and live parent bus tracking mapped to participating Student UIDs.
Library Management: Barcode / ISBN cataloging, reservation queue, checkout tracking, and automated overdue fine calculations.
Inventory & Asset Management: Asset tagging, store stock tracking, purchase orders, and departmental requisitions.
Staff & HR Operations: Employee directory, biometric staff attendance, leave approval workflows, and automated payroll generation.
Granular RBAC Permissions: Role separation for Super Admins, Principals, Teachers, Accountants, Clerks, Security Guards, Parents, and Students.
Technical Architecture & Delivery Note
Granular permission matrix enforced at Controller and API middleware level across all institutional roles.
7. Financial Operations, Student Ledgers & Automated Invoicing
Fee Setup & Automated Recurring Invoicing: Multi-tier fee heads (tuition, term, laboratory, transportation, activity) with automated installment schedules.
UID-Linked Student Financial Ledgers: Real-time debit/credit ledger tracking payments, partial installments, scholarships, sibling concessions, and late fine automation.
Payment Gateway Integration: Online fee settlement via UPI Dynamic QR, Netbanking, Credit/Debit cards with instant GST-compliant digital receipt generation.
Expense & Accounts Tracking: Vendor payouts, operational overheads, payroll integration, and audit-ready balance sheet reports for Chartered Accountants.
Technical Architecture & Delivery Note
Direct integration with Decentro / Razorpay for instant UPI payment links and automated bank reconciliation with student ledgers.
6. Core Academic, Examination & Multi-Scale Grading Operations
Student Information System (SIS): 360° lifecycle record including family background, emergency contacts, medical records, and disciplinary logs indexed by Student UID.
Attendance Engine: Period-wise, day-wise, and biometric/RFID hardware integration with instant parent absence alerts.
Timetable & Workload Optimizer: Automated class scheduling, lab allocations, teacher workload balancing, and 1-click substitute teacher assignments.
Examination & Seating Arrangement: Automated exam scheduling, seating chart generator, and hall ticket issuance linked to Student UID.
Customizable Gradebooks & Report Cards: Multi-scale grading schemes (percentage, GPA, CBSE/ICSE letter grading) with automated calculation and printable PDF report card generation.
Technical Architecture & Delivery Note
Supports CBSE 9-point, ICSE, and custom State Board grading algorithms with dynamic weighted term-end computations.
5. Parent Portal & Dynamic Data Collection Engine (Time-Bound Forms)
Interactive Notification Centre: Categorized feed for official circulars, fee updates, teacher notes, homework, and urgent alerts with delivery & read receipts.
Time-Bound Dynamic Request Forms: Form builder for school administrators to publish custom surveys or compliance questionnaires (health updates, address proof, excursion consents).
Document Upload Pipelines: Mobile camera & PDF document attachments directly from parent devices.
Enforced Expiry Windows: Hard opening/closing timestamps that lock submissions once administrative deadline expires.
UID-Wise Synchronization: All responses and attachments append automatically to student's central digital profile.
Targeted Reminder Automation: Scheduled notifications dispatched exclusively to parents with pending/incomplete submissions.
Technical Architecture & Delivery Note
Form builder will support text, dropdowns, signature, camera photos, and PDF uploads with automated S3 / local encrypted storage.
4. Academic Calendar, Holiday & Vacation Management Engine
Annual Calendar Publication: Centralized management of gazetted holidays, institutional events, term schedules, and exam windows.
Vacation Timetables: Configurable start/end dates for major breaks (Summer, Winter, Diwali, Mid-term) with automated countdowns.
Automated Parent Holiday Notifications: Advance dispatches before scheduled breaks, plus rapid-broadcast capability for unexpected weather/emergency closures.
Attendance Register Auto-Lock: Scheduled holidays automatically lock daily attendance registers across all sections, preventing false absence flags.
iCal / Google Calendar Feeds: Direct sync feeds for staff and parent mobile calendars.
Technical Architecture & Delivery Note
Calendar engine automatically interfaces with attendance calculation models and parent mobile notification scheduler.
3. Smart Appointment & Gatepass Management Engine (QR & Late No-Show Worker)
Staff Availability Windows: Teachers, Principals, and HODs configure recurring/single meeting slots (e.g. 15 mins) and daily booking caps.
Online Booking & UID Context Linking: Visitors provide identity info, purpose of visit, and can link child's Student UID for instant context on teacher's meeting dashboard.
Dynamic Encrypted QR Gatepass: Confirmed appointments generate a time-bound dynamic QR code sent to visitor's phone.
Security Gate Scanner: Guard mobile/tablet app validates QR code at entry gate and logs check-in/out timestamps.
Automated Expiry & No-Show Cron Worker: Real-time background worker invalidates QR code if visitor fails to scan within start time + grace buffer (e.g. 10 mins), sets status to CANCELLED_NO_SHOW, and sends automated cancellation SMS/WhatsApp alert.
Technical Architecture & Delivery Note
Guard scanner app will work offline-capable with PWA technology. Background cron scheduled every 2 minutes to evaluate appointment grace buffers.
2. Online Admissions, Selection & Scheduled Desk Verification
Digital Application Submission: Public responsive portal for parent demographic submission, previous academic marksheet uploads, and identity proof attachments.
Merit Screening & Status Tracking: Admin review pipeline (Under Review, Shortlisted, Selected, Waitlisted).
Automated Selection Callout: Instant multi-channel notifications (WhatsApp, SMS, Email) alerting selected applicants.
Staggered Desk Appointments: Automatic scheduling of designated physical verification and fee payment windows to prevent administrative desk congestion.
UID Conversion: On-site verification & fee clearance automatically converts applicant into enrolled student with provisioned permanent Student UID.
Technical Architecture & Delivery Note
Admissions engine will feature customizable form builder, automated WhatsApp webhook triggers, and staggered appointment slot generator.
1. Core Architecture & Universal Student Identity (Decoupled UID)
Universal Unique Identifier (Student UID): Provision an immutable, globally unique identifier (UUID v4 / hash) upon initial registration. All sub-modules (grades, financial ledgers, biometric logs, transport, disciplinary, parent accounts) link strictly to this UID as foreign key.
Decoupled General Register (GR) Management: The GR Number operates as a mutable administrative attribute with full audit logging, allowing district format adjustments, re-admissions, or ledger changes without corrupting historical database integrity.
Multi-Tenancy & Row-Level Security: Strict separation between academic records, financial transactions, and visitor security logs.
Technical Architecture & Delivery Note
Database schema implements UUID v4 binary(16) / varchar(36) as relational foreign keys, maintaining GR Number as an indexed mutable business attribute with changelog history.
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School Client
G-sMart Team