The document outlines a comprehensive software solution for automating business processes and workflow management in educational institutions, encompassing 22 functional modules for tasks such as admissions, student management, fees, and accounts. It elaborates on the admission process stages, including defining prerequisites, data collection methods, document verification, and fee collection, while providing tools for media planning and response tracking. Additionally, it supports both online and offline admissions, ensuring compliance with statutory policies and facilitating communication with prospects throughout the admission cycle.

2. A single software which automates business process and workflow management of education institutes.
Comprises of 22 distinct functional modules which can used by large/small educational trusts, universities,
colleges, schools and other supplementary educational bodies
Current scope of presentation will use following modules of IIMS (partially/fully)
1. Admission
2. Student Management
3. Fees
4. Accounts
Admission process comprises of following stages (sub modules)
1. Defining pre requisites of admission for institute specific program offerings (statutory, institute specific
as per legacy processes)
2. Making available various modes of data collection (online, offline, stage-forward, bulk import)
3. Back office ETLC process, filtering for 1st merit list
4. Translation of eligibility criteria into admission rubrics (if needed)
5. Payment collection and realization
6. Confirmation of PROSPECT -> APPLICANT
7. Automated document verification and eligibility criteria’s for securing admission
8. Confirmation of APPLICANT -> STUDENT
WHAT IS OPETUS ? SCOPE IN CURRENT CONTEXT (ADMISSION)

3. (STAGE 1 back office) MEDIA PLANNING / NOTIFICATION PROCESS PRIOR TO COMMENCEMENT OF ADMISSION
Based on age and brand recognition of institute, admission coordinators decide method of notification to target audience. Some schools / colleges put up
notice boards, some advertise for wider footprint of target audience. Budget of campaign is spread across various mediums of advertisement such as print
or electronic and repeat frequency planned for maximum effect of the campaign.
Admission coordinators and counsellors review response of adverts and notification and track count of prospects interested in enrollment. Basic contact
information, prospect name, program and stream interested in enrollment gets recorded along with source of information
Opetus allows recording of adverts, media, and cost incurred.
Counsellors enter prospects data and collect source of enquiry. Each
media campaign can be reviewed in terms of cost, frequency and
response received. Cost of campaign and value of money on medium
used for propagation can be analyzed
Counsellors follow-up prospects and emails promotional material,
brochures and even have cold calls to gauge interest of prospect.
Negation reasons such as amount of fees, travel time, admission
prerequisites, threshold percentage etc… get notified
Remedial actions such as sponsorships, concessions, alternate
programs get drooled out to retain prospect and convince him/her to
buy prospectus and apply for admission
After 2/3 follow-ups the prospect can be tagged if uninterested. Data
can be purged or archived for future notification campaigns

4. (STAGE 1 back office) PREPARATION OF ADMISSION (online/offline)
Select program / standard for which admissions are about to commence for next academic year. New year creation, admission quota definition, available
streams and capping limits, elective subjects, admission eligibility criterion definition, rules of selection, rules for filing application forms, sequence and order
of criteria in selection process, methods of payment, admission schedule must be defined in Opetus ERP. Entire admission workflow gets orchestrated based
on dates defined in admission schedule and notification methods configured for each step in workflow
Define admission seat bifurcation based on quota Define documents needed for admission
Define available streams and capping limits Define admission schedule with validity windows
Define admission rules and exceptions Define sequence and priority of admission criterion
Define options for online admission Define notifications at each stage of admission process
Opetus allows to import rules / configuration from past records, hence post import only incremental changes can be configured. Opetus rule engine allows
user definable entities and translation metrics which can generate weightage based points to arrive at final merit list based on data of applicant. Incase of
institutes not having infrastructure to manage online admission an offline workflow to manage maximum automation is also supported by Opetus

5. (STAGE 1 back office) PREPARATION OF ADMISSION (online hosted services / in-house server)
Define hyperlink on institute website redirecting to admission server
(hosted / in-house). Ideally create a sub domain mapped to the
admission server or configure a separate instance of Opetus Education
Server for handling admissions only on dedicated static IP.
Opetus portal has following user definable provisions for each
academic program / standard. Created detailed lucid notes explaining
how to apply and fill application form. These notes can be in local
language explaining rules, admission prerequisites and eligibility, fee
structure, rules and all corner cases like admission cancellations,
forfeits, rejections, denials and transfers
Organize a manned phone number / extension which can be for used
for online enquiry, support, grievance redressals, complains
Define fee structure for all admission categories, map it to COA,
ascertain admission quota across categories and specify admission
eligibility explicitly in terms of clearance of entrance test(s) with
minimum score, documents needed, acknowledgement of payment for
application form processing and acceptable methods and mode of
payments within threshold windows defined
Do a dry-run by filing a dummy application form just to verify
notifications configured. Ascertain SMS / PNS / Emails working and
confirm rejections / bounces

6. (STAGE 2 offline/online) DEFINING/SETTING MODES OF DATA COLLECTION
Offline (for institutes with poor / no infrastructure to manage online admissions)
Get preprinted application forms with unique serial numbers. These number can be institute/location/year specific with
suffixed incremental numbers. Define separate OTC (over the counter) for sale of application forms. Opetus support sale
of forms and can track free / complimentary / sold forms reconciling with inventory of application forms.
Opetus portal can be used for offline filling of application forms. Post sale of forms ensure
candidates fill their application forms from one of few offline machine made available for filling
forms. These machines can be from labs which can be temporarily used for managing offline
application form data entry
Online (outsourced / hosted on in-house Opetus Portal)
For outsourced model define application processing
methodologies for fastest mode of data collection. Ensure
data exchange file formats for data import from vendor and
minimum fields needed for data processing. When hosted
on Opetus Portal process of import and data sanitization
gets skipped as Opetus ensures data validity and security
standards for dubious and duplicate data entries. Back
office operations remains the same after data get imported
or collected online. Extra task of payment reconciliation
with outsourced vendor or disputed cases needs to be
resolved as all candidate may not have online payments
options available

7. STEP 1:
Defining master data as per institute, program, intake capacity,
quotas/reservations, model of education, admission category,
form number series etc.…
STEP 2:
Defining sorting criteria’s in order of dependencies for merit list
declaration. Ex: Aggregate Percentage, Admission Category,
Alternate Conditions for considerations in case of equal
weightages of criteria, rounding offs
STEP 3:
Synchronizing mode of payments, payment realization with
acceptance of application.
STEP 4:
Staging / Accepting data as per data filter rules and notifying
acceptance of application (if needed)
STEP 5:
Standardize formats of data exchange/export/import and
reports for web publishing or notice boards
(STAGE 2 offline) MASTER AND FORMAT STANDARDIZATION
STEP 1:
Extraction, Transformation, Cleansing, Loading (ETLC) i.e. standardize
data for case, numeric precision, data field width, reserved characters
STEP 2:
Sanitize collected data, duplicates removal, invalid entries, rejection due
to data entry errors
STEP 3:
Manually correct rejected data (if possible) and repeat Step1 & 2
STEP 4:
If “See and Key” offline method is used, compare data from known
sources and reject invalid entries
Publish/Recheck rejection list for valid Form Numbers but invalid entries
(optional)
STEP 5:
FTP, mail, export to desired format if any third party needs sanitized data
(optional)
(Offline) DATA SANITIZATION

8. STEP 1:
Validating data as per eligibility rubrics (non academic data)
STEP 2:
Translation of verbose data to numeric formats
STEP 3:
Calculation of cumulative scores in addition to academic
records.
STEP 4:
Publishing of translated data for manual verification and
further processing (if needed)
STEP 5:
FTP, mail, export to desired format if any third party needs
translated data (optional)
STEP 1:
Acceptance of every possible mode of payment, notifications
(instrument favoring) and ticket based deposits
STEP 2:
Validating entered data of application form with
received/realized payment
STEP 3:
Notification to candidate about acceptance of application.
STEP 4:
Enabling further data capturing (if needed) for admission process
STEP 5:
FTP, mail, export to desired format if any third party needs
payment data (optional)
(Online/Offline) PAYMENT COLLECTION & REALIZATION(Online/Offline) RUBRIC TRANSLATION
(STAGE 2 Online/Offline) POST APPLICANT REGISTRATION

9. APPLICATION FORM PROCESSING
Upon receipt of digitized applications, back office admission department starts data review and more than one personnel gets involved in verification
workflow. Apart from candidates personal and guardian information, previous academic records, work experience details, document verification and
comparison of entered data with copies of original submitted, payment realization become part of processing work
Accordingly prospect gets converted from stage 1 to an applicant unless
rejected on grounds of furnishing wrong information such as fudging of marks,
incomplete / insufficient documents, failure to meet eligibility criteria or
unrealized payment. Every change of state gets notified to the prospect or
applicant via SMS / Email
Application form processing engine then evaluates
applicant data and generates list of most eligible
candidates which forms the merit list. This list is
published along with date range window within which
the candidate has to exercise his admission claim.
Uninterested applicants who skipped this time frame
are rejected and next list of eligible candidates for
pending seats get published with a new set of date
range. This process continues till all seats get consumed
even after admission cancellations and transfers
Institutes which have GD / PI / MP rounds as part of admission filter
can batch and schedule students for subsequent rounds. Prospects /
Applicants can login and track their state of progress, print admit
card, interact with enquiry department, register complaint with
grievance cell using Opetus portal login

10. PROSPECT / APPLICANT LOGIN DURING ADMISSION STAGES
Prospects / Applicants can use enrollment number and password notified during registration process as login credentials and track status of their application
online. Admission notices, changes in schedule, merit list and other admission related information can be viewed online. In case of any enquiry or assistance
needed candidate can send message to admission support center for further information
Candidates who had secured admission but intend
for change of stream, seek a transfer or want
admission cancelled can apply via Opetus portal
Candidates can read policy documents which define
rules of engagement or rejection. Details about
cancellation period, refund policy and forfeit amount
can also be published via Opetus Portal

11. OPETUS EDUCATION SERVER REST API WEB SERVICES
Opetus education server supports custom web services and callback URLs for managing automated asynchronous data transfer between third party admission
service providers or hosted servers at data center and back office ERP.
In case the customer has outsourced entrance exam and
online admission to third party Opetus can still
automate the admission cycle but stitching servers using
web services, isolating and managing security without
compromise on quality of data or scales of load
expected during peak admission traffic

12. INSTITUTES ADMISSION POLICY AND STATUTORY COMPLIANCES
• Adherence to statutory / mandatory policies
• Deviations from the same (in case of exceptions)
• Criteria specific to institute programs/courses and priority order
• Policy for naming convention, automated numbers
(application/enrollment), data filters
• Disqualifying conditions (ex: duplicate/invalid application numbers),
intentional fudging of marks, unrealized payments
• Data entry process (filtering from ‘n’ entries)
• Document verification / provisional admission
• Transfers/Refund and changes in fee structure
• Integration with current web site
• Data purging / forwarding once admissions are over

13. FOR TRIAL / DEMO CONTACT
India Offices:
MUMBAI
Mr. Bhavesh Gandhi
Contact (+91) 9819365466
bhavesh.gandhi@opetus.co.in
SURAT
Mr. Gitesh Modi
Contact (+91) 9898883050
gitesh.modi@opetus.co.in