August 13-14, 2011 Workshop on ERP Solutions under NME ICT Workshop at Amrita University- Amritapuri Campus

Introduction On August 13-14, 2011, the Create @ Amrita, the educational initiative pioneered by Amrita University held hands on workshops on ERP solution under NME ICT at Amritapuri Campus. This hands on workshop was highly relevant to faculty, IT users, institution administrators including Finance managers, HR, Operations, Exams coordinators, Grant/Proposal administrators etc. Workshop included live demo and hands on exercises from modules like

• Course management • Student record, profiles • Grant management • Faculty expertise database • English language lab • Display Information and Visualization Engine • Virtual Labs • Student Registration • Payroll and Tax management • Library management

Objectives of the Workshop Objectives of the workshop were to explain and demonstrate several projects. One objective was to design and deploy P2P cloud based architecture for scalability to thousands of users. Another was an Internet-based access to and services for the management for all activities of an educational institutions. The last was an open source and collaborative development for higher education institutions, keeping in mind the requirements of education community of India.

Workshop & Media Coverage This initial workshop received an excellent response and drew registrations from various education institutions across India. The event was well covered in the media with a full article in the Region Section of India’s National Newspaper, The New Indian Express (see figure 1) and Malayalam Daily Newspaper, Mathrubhumi (see figure 2)

Devising a Strategy and Process of Invitation The Create @ Amrita team provided information about this ERP workshop on the Sakshat Amrita ERP website. The interested institutions nominated appropriate person(s) to attend this hands-on workshop by paying a nominal fee of Rs 1000 per participant.

Figure 1: ERP Workshop Article in The New Indian Express

Figure 2: ERP Workshop Article in Mathrubhumi

ERP WORKSHOP

Workshop Event The workshop was held on August 13-14, 2011 at Amrita Vishwa Vidyapeetham, Amritapuri Campus. Registration on the first day began at 9:00 o’clock. The participants and delegates from different universities and educational institutions across India attended the workshop. Registrations were well managed via a front desk completely manned by staffs of Create @ Amrita.

Inaugural Event A formal inauguration was conducted to mark the official opening of the programme. Inaugurating the workshop, Dr. Bala Shankar, Associate Dean, Amritapuri Campus, welcomed all the guests and eminent people from different universities. Prof. Raghu Raman, Principal Investigator, ERP, NME ICT noted a brief history of ERP Mission and its key objectives. He also highlighted Amrita Deliverables in the project and other projects that are running in Amrita under NME ICT, Sakshat.

Figure 3: Dr. Bala Shankar makes the introduction

Figure 4: Prof. Raghu Raman makes a brief history of ERP Mission

Workshop Participants: Demographics

The workshop successfully targeted registrations from several universities and education institutions across India ranging from Government to private colleges. Participating institutions included University Colleges and Engineering Colleges.

Structure of the Workshop The workshop was designed to cater to faculties, IT users, and institution administrators including Finance managers, HR, Operations, Exams coordinators, Grant/Proposal administrators’ etc. The whole program was engineered to keep the participants engaged, to evoke curiosity, and to excite them about the potential and possibilities of the projects showcased in the workshop. The process of the workshop started with the inauguration, followed by sessions that introduced the projects of partner institutions, leading to an interactive discussion. The representatives from the universities presented their projects and informed the participants about their various features, elements and uses in the field of education. Demos of the projects were followed by hands-on sessions where participants had the opportunity to test and explore the system for themselves.

The structure of the workshop is represented in the process diagram below.

August 13

Inauguration

Session-1- Brihaspati3- Introduction to Learning Management System (LMS)

[Presented by IIT Kanpur]

Session-2 Introduction to Grant Management System and National Faculty Expertise System (NFES) and English Language Labs

[Presented by Amrita]

Session-2 (Cont'd) Introduction to Virtual Labs and Display Information and Visualization Engine

[Presented by Amrita]

[

Hands on Session for the participants

Figure 5: Workshop Structure

August 14

Session-3 Student Registration System[Presented by DEI, Agra]

Session-4 Introduction to Payroll[Presented by Shri Mata Vaishno Devi University]

Session-5 LibMS[Aligarh Muslim University]

Processes of the Workshop

Figure 6: Processes of the Workshop

Evaluation

Personal feedback- participants could write their opinion in the feedback form given

Open discussion-discussing the main aspects of workshop and projects showcased

Experience

Hands on session for the participants to access the system

Opportunity to explore the system for themselves

Demonstration

Highlighting the features and elements of the project

Demonstrating the uses and prospects of the project

Introduction

Introduce the concept of Project

Demonstration of Brihaspati3- Introduction to Learning Management System (LMS): By IIT Kanpur

This project aims at developing a platform-independent, highly scalable content delivery system for web-based e-learning and many other ERP components with the help of other partner institutes. Brihaspati-3 enables instructors to enhance on-campus learning by sharing course materials, having class discussions, and making assessments on the web.

Mr. Sharad Singh and Mr. Kishore Shukla’s of IIT Kanpur presentation featured the objective, architecture and salient functions of Brihaspati3. It can also be used to deploy e-learning content for off-campus learning, which can be self as well as mentored. Now Brihaspati-3 is available as a service in which any India Institute/ college/ university can have their area. The administrators from the institutes can change the course areas for their institutes.

After the representatives from IIT Kanpur had introduced the system to the audience, they demonstrated the system and explained the concept to the audience by visual representations.

Figure 7: IIT Kanpur demonstrating their project ‘Brihaspati3’

Introduction to Grant Management System (GMS), National Faculty Expertise System (NFES) and English Language Lab (ELL): By Amrita

Multisite Grant Management System is a new web-based application which helps to track all the information regarding the management and administration of a project, meeting the project’s requirements and expectations, compiling the output and reporting to the funder. It ensures effective utilization of grant funds for the completion of the project.

Mr. Praveen Singh Bist highlighted the uses of Multi-site Grant Management System. He stated that Grant Management System is the first open source and enterprise-wide grant management system which has been developed to meet the unique needs of higher education and research institutes, including the specific needs of individual departments, centers, schools, colleges and universities who receive Grants from Government/Non Governmental organizations. He also explained the work flow and steps of MGMS and demonstrated the use of the system.

From initial request, through assessment and recommendations, to authorization, payment and subsequent monitoring of outcomes, MGMS manages and organizes all the aspects and features of the funding process.

Figure 8: Mr. Praveen Singh Bist from Amrita explaining GMS

The National Faculty Expertise System was explained by Ms. Sheila Nair. She focused on highlighting the features and elements of NFES. It is a nationwide, web based, searchable electronic repository that acquires, maintains, and provides information regarding the research interests and publications of faculty members within and across various educational institutions.

In this system, faculty can upload his/her resumes, CV, pictures, awards received, patents, conferences attended, books and papers published, seminars and projects presented and ongoing ones. This system also is very helpful for the visiting faculty. Ms. Nair also demonstrated and explained the system, its contents and how it works.

Figure 9: Ms. Sheila Nair from Amrita explaining the project NFES

English Language Lab focuses on helping students in higher education and aiding them to build their careers. Prof. Prema Nedungadi explained the objectives and modules covered in ELL. It gives an interactive platform for learners and enables instructors with development and deployment tools. Advanced English Refresher prepares students for career placement skills.

Figure 10: Prof. Prema Nedungadi from Amrita demonstrating the project ELL

Introduction to Display Information and Visualization Engine (DIVE) and Virtual Lab: By Amrita

Ms. Raji Nair showed explained Display Information and Visualization Engine (DIVE) to the participants. She also explained the role of Display Information and Visualization Engine in educational institutions and focused on its objectives and highlighted the design features of the system. This system enhances online tutoring and learning activities and helps the instructor to gain a better understanding of their distance learners and become aware of what is happening in their distance learning classes. The students' data gathered from the Learning Management System (LMS) is processed and used to generate graphical representations which may reveal facts, trends or situations with the distance students.

Figure 11: Ms. Raji Nair from Amrita explaining the project DIVE

Amrita University's VALUE project was also featured in the workshop. Mr. Kannan Surendran, project coordinator of the project, started the presentation by giving a brief background of Virtual Lab. He highlighted the types of virtual lab orientation and the benefit of deploying it in educational institutions. The types of Virtual Lab are (1) Animation (2) Interactive Animation (3) Simulation (4) Remote Trigger.

Amrita has developed labs and experiments in the areas of biotechnology, chemistry, and physics and efforts are underway to develop mechanical engineering. At present, there are 150 experiments and 27 labs on the official site of Amrita Virtual Lab.

Figure 12: Participants watching the Virtual Labs demonstration

Hands-on Computer Lab Sessions

Demos in the morning session were followed by hands-on sessions. Participants had access to a computer lab where they were able to use what they had learned about the projects showcased by Amrita. Each participant had his/her own computer and accessed and explored the project website for themselves. Participants seemed to have a keen interest in exploring the site.

Figure 13: The participant are introduced to the hands-on Labs session

Each of the users was assigned a username and password so that they could work independently. The scenario created for the GMS workshop was that a project was awarded to IIT-Kanpur and partial funding for the same has been received. The main project awarded to IIT-Kanpur, was further sub-divided into smaller sub-projects which is distributed to different Institutes. So it was expected that each of the users would login to GMS and then see their respective sub-project (since they all belong to different institutes). As part of the exercise, the sub-projects have to accept the funds which have been transferred from IIT-Kanpur and then make use of the available funds to complete expense entries (we have planned for 3 expenses each belonging to the different account head - one each for software, hardware and resources). The following tasks were therefore required to be performed by each of the user:

1. Review the pending request for funds transfer and accept the fund which has been provided by IIT-Kanpur

2. Calculate the balance and ensure that the same is reflected correctly in the GMS system 3. Enter the expense entry for the purchase of new servers (by selecting the “hardware”

account head) 4. Review that the balance is properly adjusted against the expense entry 5. Enter the associated expense for buying the software required for the new servers (by

selecting the “software” account head) 6. Review that the balance is properly adjusted against the expense entry 7. Enter the total salary for the month as expense against the “resource” account head 8. Review that the balance is properly adjusted against the expense entry 9. Once we verify the correctness of the expense entry, as well as the accurateness of the

balances, we are ready to generate the “utilization certificate” 10. The report “statement of account” is reviewed and verified 11. Once the user is ready to submit to the parent institute, the “utilization certificate” is

generated

Once each user completes the above listed steps the IIT-Kanpur logs in to review the “utilization certificate” submitted by the entire partner institute. This demonstrates the power of the system, highlighting how transparent and the seamless the system becomes when all the duplicate entries are avoided (duplicate entries are necessary of the system is not integrated). Towards the end, when the IIT-Kanpur project is reviewed, all the utilizations from the sub-projects are accurately reflected in the balance so it helps in Grant management. This benefit increases multi-fold, when the number of projects increases, when the number of account heads are large and when the information is scattered, as MGMS can very easily streamline the workflow for managing the grants.

Figure 14: Participants exploring the system

Student Registration System: By Dayalbagh Educational Institute, Agra

On the second day of workshop, Session-3 started with the Student Registration System which was explained by Mr. Arush Kumar from Dayalbagh Educational Institute, Agra. It is a role based system that automates the registration process. It also generates reports of students like progress card, final result card, semester wise processes marks, consolidated chart, etc. Course Registration System consists of master set up, Student registration, result processing, report generation, student marks and end of day activity process.

Figure 15: Dayalbagh Educational Institute demonstrating their project

Introduction to Payroll: By Shri Mata Vaishno Devi University

In session-4, Ms. Sonia Gupta from Shri Mata Vaishno Devi University did a Skype presentation on the topic: An Introduction to Payroll System. She demonstrated the project website to the participants and gave an overview of the content presented in the website.

Introduction to LibMS: By Aligarh Muslim University

LibMS is a multi-institutional, multi-layer, multi-lingual Library Management System being developed by Aligarh Muslim University. This system was displayed by the university through Skype Presentation. They were also given a time slot to demonstrate, and explain their website with its contents and functions.

Discussions on ERP Workshop

Following the workshop, the participants participated in a discussion reviewing their experiences and highlighting both positive and negative aspects of the workshop and the ways by which the projects showcased in the workshop can be improved. Even though there were some critical comments regarding the improvement of the workshop in the coming years, the majority of comments were highly positive. These are some of the relevant comments from the participants, “By using these management systems, one can reduce the time to do the work in a systematic way”- Dhanraj Singh, faculty of Directorial of Distance Education, Swami Vivekananda Yoga Anusaudhan Samsthan, Bangalore (Deemed University) "The workshop was very nice, especially time management and hospitality. Very clear that they know how to organize a workshop and came to know more about MHRD and its benefit”- K. Ravikumar, Associate Professor, Knowledge Institute of Technology, Salem “Good, need a workshop to be conducted including students to be watched so that they also get some idea to do the projects.”- E. Sankar, System Engineer, SCSVMV University "Came to know that Government is initiating to do such projects and granting funds for the same. It helped to gain more knowledge on the benefits of ERP implementation."- Gopi B.R, IT Manager, Rajalakshmi Engineering College, Chennai, Tamilnadu “We can incorporate these technologies into our university which is free of cost and good for regular activities for any University process."- Dr. Natesh Babu, Assistant Director, S.Vyasa University "Time management and Hands on experience the practical session was really good. Hope this workshop will improve our existing system."- V.A.Shanmugavelu, Assistant Professor, Periyar Maniammai University “Overall this workshop was very useful to the institutions keeping in mind that the requirements of education community. Great Initiative and hope the good work will continue in the days to come.”- Vijay.G, System Admin, Mangalore University

Feedback Form

At the end of the workshop, the participants were asked to fill out a brief survey that captured general demographic information, their feedback/testimonial regarding the workshop and their evaluations of various projects showcased in the workshop and their opinions of the effectiveness of the workshop and room for general comments. Recognition of Participation Participants offered very positive feedback with many showing enthusiasm for the projects featured in the workshop. Each participant’s attendance was acknowledged by issuing a certificate of participation.

Figure 16: Certificate of Participation

Summary Looking back over the results from the feedback form collected from the participants, we can see a repeated pattern of interest and enthusiasm from them. We have received some clear indicators with an overwhelming interest in the projects displayed in the workshop. The feedback has been exceedingly positive with very few negative remarks. The representatives from several colleges and universities expressed a keen interest in the projects highlighted in the workshop and hoped for follow-up workshops in future keeping in mind the requirements of educational community. This clearly reveals the fact that the workshop conducted and the projects featured in it were viewed in a positive light and recognized for their potential contribution in the field of education.

Figure 17: ERP workshop Participants

List of Participants SL No. Names of the Participants Institute/College/University name

1 Dr. M. Prabhakar R.R.S.College of Engineering and Technology 2 Dr. M. Ekambaram Naidu TRR College of Engineering & TECH 3 Mr. Balasubramanian.C Mepco Schlenk Engineering College, Sivakasi 4 Mr. Shenbagaraj.R Mepco Schlenk Engineering College, Sivakasi 5 Dr. Rajendran.B Mepco Schlenk Engineering College, Sivakasi 6 Mr. Kumar.P Rajalakshmi Engineering College 7 Mr. Bhuvaneswaran.B Rajalakshmi Engineering College 8 Mr. Gopi.B.R Rajalakshmi Engineering College 9 Mr. Kalyana Saravanan Annathurai Kongu Engineering College Perundurai

10 Mr. Prashanta.B.N Mangalore University 11 Mr. Vijay.G Mangalore University 12 Mr. Ravikumar Kandaswamy Knowledge Institute of Technology 13 Mr. Jawahar.M Knowledge Institute of Technology 14 Mr. Manoj.T.Joy Amal Jyothi College of Engineering

15 Mr. M.Krishnamoorthy

Sri ChandraSekharendra Saraswathi Viswa Mahavidyalaya

16 Mr. E.Sankar

Sri ChandraSekharendra Saraswathi Viswa MahaVidyalaya

17 Mr. Debjyoti Roy Bahubali College of Engineering

18 Dr. Udayan Ghose University School of IT, Guru Gobind Singh Indraprastha University, Delhi

19 Mr. Ravi Tumuluri

Swami Vivekananda Yoga Anusandhan Samsthan, Bangalore

20 Dr. Sudheer Deshpande

Swami Vivekananda Yoga Anusandhan Samsthan, Bangalore

21 Dr. Ishwar Prasad Bhat

Swami Vivekananda Yoga Anusandhan Samsthan, Bangalore

22 Dr. Natesh Babu

Swami Vivekananda Yoga Anusandhan Samsthan, Bangalore

23 Mr. Dhanraj Singh

Swami Vivekananda Yoga Anusandhan Samsthan, Bangalore

24 Dr. N.Vetrivelan Periyar Maniammai University 25 Mr. V.A.Shanmugavelu Periyar Maniammai University 26 Mr. U. Natarajan Periyar Maniammai University 27 Mr. A. Sasikanth Periyar Maniammai University

28 Mr. S.Kumar Chandar Sivalingam

Sardar Vallabhbhai Patel International School of Textiles & Management

29 Mr. Sharad Singh IIT Kanpur 30 Mr. Kishore Kumar Shukla IIT Kanpur 31 Mr. Praveen Singh Bist Amrita University 32 Ms. Sheila Nair Amrita University

33 Prof. Prema Nedungadi Amrita University 34 Ms. Raji Nair Amrita University 35 Mr. Kannan Surendran Amrita University 36 Mr. Arush Kumar Dayalbagh Educational Institute, Agra 37 Mr.Deepak Panday Dayalbagh Educational Institute, Agra 38 Mr. K C Paday IGNOU 39 Mr. C V Anand IGNOU 40 Mr. Arun Varma IGNOU 41 Mr.Rajesh Kumar Amrita University 42 Mr. Sunil Kumar Amrita University 43 Mr. Saju B Amrita University 44 Ms Kavitha K Namboothiri Amrita Universtity 45 Mr. Shyam Sundar Amrita Universtity 46 Mr. Jayakrishnan T Amrita Universtity 47 Ms Arya Venugopal Amrita Universtity 48 Ms Anu G G Amrita Universtity 49 Mr. Akhil R Amrita Universtity 50 Mr. Santhosh Kumar Amrita Universtity 51 Mr. Rathish G Amrita Universtity 52 Mr. Hareesh T K Amrita Universtity 53 Ms. Chinnu Prasad Amrita Universtity 54 Ms. Sangeetha Madhu Amrita Universtity 55 Mr. Rahul Raj Amrita Universtity 56 Mr. Nijil Pavithran Amrita Universtity 57 Mr. J.Sarkar Banaras Hindu University, Varanasi 58 Mr. Sanjay Kumar Banaras Hindu University, Varanasi

Acknowledgements This workshop was supported by the ERP Project sponsored by the National Mission on Education through ICT (NME-ICT), Ministry of HRD. We would like to thank the Create @ Amrita staff for their coordinated effort in making this workshop successful. Supporting departments at Amrita Vishwa Vidyapeetham including ICTS, transportation, facilities and local hospitality teams are hereby acknowledged for their valuable help. The management team inclusive of the Associate Dean, The Director, Amrita College of Engineering, and others are also thanked for their whole hearted support. We thank IIT Kanpur, Dayalbagh Educational Institute, Agra for having participated and presented their projects at the workshop. We would also like to thank Shri Mata Vaishno Devi University and Aligarh Muslim University for demonstrating their project via Skype.