ICT for administration: record keeping,reporting & transfer of information, attendence,

1. ICT for Administration:

A Student Administration

• Usage of electronic media by students to apply for admissions
• Usage of computers for student registration / enrolment
• Availability of timetable / class schedule in electronic form
• Usage of computers for maintenance of attendance of students
• Communication of academic details of students to their parents / guardians through e-media
• Usage of e-media for notifications regarding hostel accommodation
• Usage of e-media for notifications regarding transportation

B Staff Administration 

• Usage of computers for recruitment and work allotment of staff in the institution
• Automation of attendance and leave management of staff members in the institution
• Usage of electronic media for performance appraisal
• Communication with staff using e-media
• e-circulars from the institution regarding official matters
• e-kiosks are available in the institution

C General Administration Usage of e-media for scheduling / allocation of halls for examinations

• Dissemination of information in the institution through e-kiosks
• Usage of e-media by students to apply for university examinations
• Usage of e-media for the processing and display of results of students
• Facility for students to make fee payments electronically

ICT in Record Keeping: 

The most important advantage of using the computer is the speed with which we can get Accounting done.The traditional books are being replaced by computers. Accounting staff are required to be computer literate and spend more time in front of a computer screen than writing on papers and in books. This is because information and communications technology brings lots of benefits to accounting, among which are:

A. STOCK CONTROL : 

Computerized stock control systems run on similar principles to manual ones, but they are more flexible and information is easier to retrieve. You can quickly get a stock valuation or find out how well a particular item of stock is moving.

B. High Speed of processing information with Accuracy 

Apart from being accurate, computers have the ability to process huge volumes of data very rapidly. Reports such as account balances, control accounts, trial balance, income statement and balance sheet can be obtained at few clicks. Also, reports can be processed in different formats to suit the needs of the users.

C. Ability to process high volumes of information

Computers have the ability to do the jobs that would require several workers had a manual system been used. Examples include preparation of control accounts, financial statements and preparing payroll. It only requires the right software to be used.

D. Performing reconciliations

Accounting software allows reconciliations to be performed automatically and rapidly. These include reconciling cash book balance with balance on bank statement and reconciling control account balances with balances from sales ledger and purchases ledger.

E. Ease and capacity of information storage

ICT Enables overwhelming volumes of information storage and Analysis Capacity. It also enable quick retrieval of information for administrative puposes such as Personal information, Results, salary of staffs and Teachers professional Information 

F. Security of Information

Information on computers are considered to be safe. This is because access to information can be restricted by using passwords. Also, in some accounting software which allows multi-users, it is easy to trace which user has performed what transaction. Besides, information can be safeguarded by making backups (keeping same information on different disks).

Transfer of information:

• Reduce the administrative burden on teachers by using transferable data
• Enable communication within school and beyond, one to one, one to many, or many to many • increase communication with parents.
• The modernization of libraries and information centers enabled information transfer and access, there by establishes a network of libraries and information centers
• Easy transfers of Time table, attendance, Results information exchange with students and staffs
• E-materials, digital documents lectures and be shared with the help of internet.

ICT Role in Collecting, Processing and Transferring attendance

• May be collected automatically when each student uses a Student ID swipe card to record attendance or sometimes a fingerprint recognition system is used.
• Attendance may be recorded on a paper form filled out by the teacher who then feeds it into an OMR (Optical Mark Reader) to upload daily attendance records into the system
• Systems may send an automated email or SMS message to parent if the student is absent
• Calculates average attendance of c lasses within the school over time
• Records can be used to identify if a particular student has poor attendance and to track their attendance in the future
•  It can also be used to populate the annual school reports that are sent home to parents.

ICT Role in  Reporting: