Process Flow - Start using Fedena

In Fedena, the Fedena Admin is the supreme user who has access to all modules and features of the ERP. The Admin user can also create multiple users and assign privileges based on the required access level.

Key highlights include:

1. User Types & Roles: Defines Admin, Student, Parent, and Employee access levels, responsibilities, and primary functions to ensure clarity of system use.
2. Pre-Admission Setup: Step-by-step instructions for setting up institutional details, academic years, courses, batches, subjects, and employee/teacher information before student admission.
3. Student Management Cycle: Detailed workflow for student admission, profile management, batch/subject allocation, attendance, gradebook, fee management, ID card generation, certificates, and transfer processes.
4. Employee Management Cycle: Instructions for employee setup, departmental allocation, attendance, leave management, payroll, role-based permissions, reporting, and employee exit procedures.
5. System Modules & Manuals: Ordered lists of modules for Students and Employees to facilitate training, navigation, and reference within Fedena.

1. Admin

Overview: The admin is the superuser of the Fedena system with complete control over configuration, users, and modules. Admins are responsible for setting up and maintaining the system for smooth operation.

Roles and Responsibilities:

2. Student

Overview: Students use Fedena to access their academic information and stay updated about institutional activities.

Roles and Responsibilities:

3. Parent

Overview: Parents can monitor their child’s academic performance and stay informed about institutional updates.

Roles and Responsibilities:

4. Employee

Overview: Employees include teaching and non-teaching staff who have access based on their assigned department and role.

Roles and Responsibilities:

Pre-Admission Setup Process in Fedena

Before adding or admitting students into the system, the Admin must configure the core academic and institutional settings.

Step 1: Institution Configuration

Objective:
 Set up basic institutional details to define how the Fedena instance will function.

Admin Steps:

1. Go to Menu →Administration → Settings → General Settings.
2. Enter the following details:
   • Institution Name
   • Institution Type (School/College)
   • Address, Contact Number, Email ID
   • Time Zone & Date Format
   • Academic Year Start & End Dates
3. Upload the Institution Logo (for reports and the dashboard).
4. Save settings.

Output:

• Basic institutional setup completed.
• Fedena instance customized for the institution.

Step 2: Academic Year Setup

Objective:
 Define the current academic session that will be linked to all courses, and batches/semesters.

Admin Steps:

1. Navigate to Menu → Administration → Settings → Academic Year.
2. Click Add New Academic Year.
3. Enter details like Year Name (e.g., 2025–2026), Start Date, and End Date.
4. Set the current academic year as Active.

Output:

• Academic year created and activated.
• All future admissions and courses will be linked to this year.

Step 3: Course and Batch Setup

Objective:
 Create the structure for classes (Courses) and their sections (Batches).

Admin Steps:

1. Go to Menu → Administration → Settings → Courses & Batches → Manage Courses.
2. Click New to add a course (e.g., Class 10, B.Sc, etc.).
3. Inside each course, create Batches (e.g., Class 10 – A, Class 10 – B).
4. Define start and end dates for each batch.
5. Assign course code and grading system (if applicable).

Output:

• Academic structure ready for student allocation.

Step 4: Batch Subject Setup (Optional but Recommended)

Objective:
 Prepare subject structure for each class before admitting students.

Admin Steps:

1. Go to Menu → Academics→ Subject Centre → Class Subjects.
2. Add subjects under each course (e.g., Mathematics, Science, English).
3. If multiple batches share the same subjects, use Link Sections to map them easily.

Output:

• Subjects linked to each batch for later timetable and exam setup.

Step 5: Employee (Teacher) Setup

Objective:
 Add employees who will be linked to subjects and students.

Admin Steps:

1. Go to Menu →Administration→ Human Resource → HR setting →  Add category→Position→Department →Employee admission.
2. Add teacher details (Name, Department, Joining Date, Employee ID, etc.).
3. Assign roles (e.g., Teacher, Class Advisor, Admin Assistant).
4. Allocate them to relevant batches or subjects.

Output:

• Teachers ready to manage attendance, exams, and reports.

Step 6: Import/Collect Student Data in bulk

Objective:
 Prepare student data for admission upload.

Admin Steps:

1. Upload the Student Data.
2. Ensure all mandatory fields are filled (Name, Admission No., DOB, Gender, Batch, etc.).
3. Validate data for duplicates or missing fields.

Output:

• Student database is ready.

Step 7: Import/Collect Employee Data in bulk

Objective:
 Prepare student data for admission upload.

Admin Steps:

1. Upload the Employee Data.
2. Ensure all mandatory fields are filled (Name, Department, Joining Date, Employee ID, etc.).
3. Validate data for duplicates or missing fields.

Output:

• Employee Database is ready.

Step 8: User Role & Privilege Setup

Objective:
 Ensure only authorized users can access student-related modules.

Admin Steps:

1. Go to Menu → Administration →User→ Select user type as Employees →User Privileges.
2. Assign permissions to roles such as Admin, Teachers, Finance, and Examination.
3. Restrict sensitive data access to specific users.

Output:

• Secure environment ready for controlled data entry.

Admin–Student Process Flow in Fedena

1. Student Admission Process

Objective:
 To register new students into Fedena and assign them to their respective batches.

Admin Steps:

1. Navigate to Menu → Academics → Students → Student Admission.
2. Fill in the student’s basic details (Name, Date of Birth, Gender, Blood Group, etc.).
3. Assign the course and batch for the student.
4. Enter admission details (Admission Number, Admission Date, Category, etc.).
5. Upload the student’s photo and documents (optional).
6. Click Save to complete the admission process.

Output:

• Student record created in the system.
• Admission number assigned.

2. Student Profile Management

Objective:
 To view, edit, and maintain individual student records.

Admin Steps:

1. Go to Menu → Students → View All.
2. Search for the student by name or admission number.
3. Click on the student’s name to open the profile page.
4. From the profile, the admin can:
   • Edit personal information.
   • Add or view guardians.
   • Manage documents, remarks, and disciplinary records.
   • View fees, attendance, and examination reports.

Output:

• Updated student record.
• Centralized profile with complete academic and personal data.

3. Batch and Course Association

Objective:
 To ensure students are properly grouped under the correct academic course and batch.

Admin Steps:

1. Go to Menu → Administration →Settings→ Courses & Batches → Manage Course/Batch.
2. Select the course (e.g., Class 10, Class 12).
3. Create or edit batches under that course.
4. Assign students to the correct batch.

Output:

• Course and batch structure aligned with academic year.
• Students categorized under appropriate sections.

4. Subject and Teacher Association

Objective:
 To link subjects with batches and assign teachers for academic delivery.

Admin Steps:

1. Navigate to Menu → Academics → Subject Center → Class Subjects.
2. Assign relevant subjects to the selected class or batch.
3. Use Link Sections to associate subjects with multiple batches.
4. Assign teachers under Employee Subject Allocation. (Navigate to Menu→ Administration → Human Resources→Employee Management→Employee subject association

Output:

• Subject–Teacher–Batch mapping completed.
• Enables timetable and gradebook setup.

5. Attendance Management

Objective:
 To record and track student attendance accurately.

Admin/Teacher Steps:

1. Go to Menu → Academics → Attendance → Attendance Register.
2. Select the batch and date.
3. Mark absent students. ( Note : In fedena all students will be automatically marked as Present)
4. Save attendance record.

Output:

• Attendance data recorded for reporting and analysis.

6. Gradebook Process

Objective:
 To create exams, enter marks, and generate student report cards.

Admin Steps:

1. Navigate to Menu → Academics→ Gradebook → Report Card Management.
2. Create exams (Term 1, Final Exam, etc.) and assign subjects.
3. Enter marks or grades for students.
4. Publish results and generate report cards.

Output:

• Exam results available for students and parents.
• Performance reports downloadable.

7. Fee Collection

Objective:
 To configure and collect student fees.

Admin Steps:

1. Go to Menu → Finance → Fees → Create Master Categories→ Create Categories→. Create Particulars → Schedule the fees→ Collect the fees
2. Define fee particulars (Tuition, Transport, etc.).
3. Assign fees to batches/students.
4. Collect payment and generate receipts.

Output:

• Fees collected and recorded.
• Financial reports available.

8. Student Transfer or Alumni Process

Objective:
 To handle student transfers or mark students as alumni after course completion.

Admin Steps:

1. Go to Menu → Students → Transfer/Alumni.
2. Select students to be transferred or graduated.
3. Enter transfer date and reason (if applicable).
4. Save changes.

Output:

• Student record moved to alumni list.
• Historical data preserved.

9. Communication & Notifications

Objective:
 To maintain communication between admin, teachers, students, and parents.

Admin Steps:

1. Use Menu → Collaboration → Send Message or Email.
2. Choose recipients (students, parents, employees).
3. Draft and send message/notice.

Output:

• Improved coordination and timely updates.

10. Reports and Analysis

Objective:
 To track and evaluate student performance and institutional data.

Admin Steps:

1. Navigate to Menu → Data & Reports→  Reports .
2. View reports for attendance, performance, and fee collection.
3. Export reports to Excel or PDF.

Output:

• Data-driven insights for better academic decisions.

Student Management Process – Complete Cycle

1. Academic Setup

Menu: Administration > Settings > Academic Years

1. Click Academic Years.
2. Select the Active Academic Year.
3. Click Manage Class/Batch.
4. Add Class – Enter class details.
5. Add Batch – Assign batches under the class.
6. Link the Academic Year – Ensure the new class/batch is linked to the active academic year.

2. Enquiry & Registration Setup (Optional)

Menu: Academics > Applicants > Setup Enquiry and Registration

1. Configure the enquiry form fields.
2. Set up registration process if required.
3. Save the setup.

3. Student Admission

Menu: Academics > Students > Student Admission

1. Click Student Admission.
2. Fill in student details (personal info, contact info, parent details, etc.).
3. Select class and batch for admission.
4. Save the record.

4. Attendance Management

Menu: Academics > Attendance

1. Click Mark Attendance.
2. Select the class/batch and date.
3. Mark present/absent for students.
4. Send Notifications to absent students or parents (if system has SMS/email feature).

5. Subject Management

Menu: Academics > Subject Center

1. Click Add Subjects.
2. Enter subject details (name, code, type).
3. Link subjects to relevant classes/batches.

6. ID Card Creation

Menu: Academics > Create ID Cards

1. Select class/batch.
2. Choose ID card template.
3. Generate ID cards for students.
4. Print or export as needed.

7. Gradebook Setup

Menu: Academics > Create Gradebook

1. Select class/batch.
2. Define grading system (marks, grades, GPA).
3. Assign subjects to gradebook.
4. Save and generate gradebook.

8. Certificate Creation

Menu: Academics > Create Certificate

1. Select student/class.
2. Choose certificate template (e.g., completion, merit, achievement).
3. Generate certificate.
4. Export or print.

9. Transfer Certificate Generation

Menu: Academics > Generate Transfer Certificate

1. Select the student.
2. Fill in transfer details (leaving date, reason, remarks).
3. Generate Transfer Certificate (TC).
4. Save or print the TC.

Summary Workflow

1. Academic Year Setup → Class & Batch Creation → Link Academic Year
2. Enquiry & Registration Setup (if required)
3. Student Admission
4. Attendance → Notifications
5. Subject Setup → Link Subjects
6. ID Card Generation
7. Gradebook Creation
8. Certificate Creation
9. Transfer Certificate Generation

Employee Management Process – Complete Cycle (Fedena)

1. Employee Setup

Menu: Administration >HR> Employee management > Employee admission

1. Click Add Employee.
2. Fill in personal details (name, date of birth, gender, contact info).
3. Fill in employment details (employee code, department, designation, joining date).
4. Upload documents if required (ID proof, certificates).
5. Save the employee record.

2. Department & Position Management

Menu: Administration > HR Settings > Departments / Positions

1. Create departments (e.g., HR, Accounts, IT).
2. Add position under each department.
3. Assign employees to department + designation during setup.

3. Employee Attendance Setup

Menu: Human Resources > Attendance / Time Table

1. Create employee attendance schedule (working hours, shifts).
2. Enable attendance marking (manual or biometric integration).
3. Mark attendance for employees daily.

4. Leave Management

Menu: Human Resources > Leaves

1. Configure leave types (sick leave, casual leave, earned leave).
2. Assign leave types to employees.
3. Employees apply for leave.
4. Manager/HR approves or rejects leave requests.
5. Leave balances are updated automatically.

5. Payroll Setup & Management

Menu: Human Resources > Payroll / Salary Structure

1. Create salary structures (basic, HRA, allowances, deductions).
2. Assign salary structure to employees.
3. Generate monthly payroll.
4. Issue salary slips.

6. Employee Roles & Permissions

Menu: Administration > Roles / Permissions

1. Define roles (e.g., Admin, HR, Staff).
2. Assign system permissions to each role.
3. Link employees to roles based on responsibilities.

7. Reporting & Analytics

Menu: Human Resources > Reports

1. Generate attendance reports.
2. Generate leave and payroll reports.
3. Use reports for decision-making and audits.

8. Employee Separation / Exit

Menu: Human Resources > Search for the Employee Exit > Delete.

1. Select the employee leaving institution
2. Fill exit details (last working day, reason for leaving).
3. Employees will be moved under former employee list which helps in future audit. 

By following the processes outlined ,institutions can achieve smooth operational workflows, accurate record-keeping, compliance with academic and administrative policies, and improved communication among all stakeholders.