Case Study for Online Attendance Management Pioneer Convent School

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    Executive Summary

    9 January 2020
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    About Client

    Pioneer Convent School was established by Pioneer Group in 1999 for delivering value based education. The school is one of the oldest private schools based in Indore. Pioneer Convent School believes in teaching students beyond the classroom knowledge. They try to connect the students with values which enhance their life skills.  

    • Affiliated with CBSE from 2003
    • Aims to impart all round education to students physically, mentally and intellectually 
    • Provides quality education with best learning methodology and participative management system

    http://www.pioneerconvent.com/
    Location: Indore, Madhya Pradesh, India

    Project Background- Attendance Tracking Software

    Peritos and Pioneer Convent School got together to discuss about the online attendance management system so that teachers and parents can keep a track record of the presence of the students in every class during the lockdown period. The attendance tracking software seemed like a practical solution as all the data of the class schedule. timings and student’s attendance can be found in one place.

    Requirement

    IN the 1st phase of attendance tracking software, it was discussed to have the following requirements,

    Teacher Mode:
    • Design an app where a teacher can view the list of children assigned to them.
    • Children will be attending multiple lectures each day and that can be tracked through online attendance management system.
    • The teacher needs to check-in and out for each of the lectures.
    • Ability to export attendance for each class or student

    Student Mode/ Parent Mode:
    • Student / Parent should be able to see the attendance
    • Check the Goal vs Achieved attendance criteria
    Backend would be done via mass upload at the Go live date by the admin to upload the schedule and timings for students and teachers.

    Scope of the Attendance Tracking Software

    With the current requirement discussed and finalized we agreed on the scope of work to implement the said features in a web app with a single sign on integration.

    Implementation

    Previous
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    Technology and Architecture

    Technology 

    The web app was deployed with the below technological component
    • Backend Code: .NET Core, C#, Node.js
    • Mobile App code: React Native
    • Web App code: ReactJS 
    • Database: SQL Server, MongoDB
    Cloud: Microsoft Azure

    Integrations
    • Migration from an on-premise database to Online Student, Teacher, Subject database

    • Single Sign-on using Auth0

    • Sendgrid

    Security:

    • Data Encryption
    • Multi-Factor Authentication for Admin, Teacher, and students when logging in
    • All API endpoints are tokenized

    Backup and Recovery

    Cloud systems and components used in the attendance management system are secure and 99.99% SLA. We have added HA/DR mechanism to create a replica of the services 

    Scalability

    Application is designed to scale up to 10X times the average load received in the 1st 6 months of its usage and all cloud resources are configured for auto-scaling based on the load

    Cost Optimization 

    Alerts and notifications are configured in the attendance management system to notify if the budget is being exceeded.  Peritos being a cloud partner is managing the environment for the client keeping a close watch on the cost and finding ways to optimize the same 

    Code Management, Deployment

    Code for the app is handed over to the client through Microsoft AppCenter. 

    CI/CD is implemented to automatically add, build and deploy any code changes 

    features

    • Students are able to see the list of subjects and timetable with the click of the mouse.
    • Teachers are able to see the list of subjects , classes and students attendance and mark daily attendance
    • Students are able to view the attendance % and the min attendance needed vs achieved
    • On the go attendance marking and calculations updated
    • Incorporate Holiday, class cancelled in the Min attendance calculations
    • Quick setup with Dashboard view

    Challenges of online attendance management system

    • Getting the huge amount of data to incorporate and add to the online database, we took an online database migration tool and added AI ML logic to ensure the right data is sent to the right data view.

    • Teacher training on how to mark the attendance as there were more than 200+ teachers who were onboarding around 50+ class schedules for 500+ students.

    Project Completion

    Duration

    Deliverables

    • UX Design was delivered after which the scope was confirmed 

    • Web App unit tested with a How to document Guide and FAQ on some common issues that might be faced while using the app by the Students/ Teachers and Admin 

    • Knowledge transfer with Train the Trainer sessions to train super users who further trained the staff members 

    Support

    As part of the attendance tracking software project implementation we provided 1 month of extended support. This includes any major / minor bug fixes. 

    Testimonial

    After using the app for a month, we took a survey of approx. 20 teachers and 50+ Students on how the app performed. Here are some of the survey results out of 5 Stars
    • Ease of use *****
    • Performance ****
    • Improves productivity to track attendance *****
    • Saves Time *****

    Overall: 

    We also took Feedback from below:
    Prashant Jain Founder, Pioneer Group – ‘App has helped us in making our move to the digital space with much ease. The app has helped the teachers to save time and yet maintain attendance records efficiently.’
    XXX, Pioneer Group –

    Feedback image

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    Mike Stuart
    Head of Sales , Intel

    Next Phase

    We are now looking at the next phase of the project which involves:

    1. Ongoing Support and adding new features every Quarter with minor bug fixes

    2. Web based module to have admin be able to mass Upload teacher, students 

    3. Mobile App for the students and teachers to mark attendance on the mobile phone 

    App screenshot _1 Pioneer Public School